Automated Rydoo Billable Expense Exports
Every Monday, WebRun opens Rydoo, filters last week's expenses to approved, groups them by project and cost center, separates billable client costs from internal overheads, writes the breakdown into a Notion rebilling page, and sends the finance lead a short WhatsApp summary.
How do I export approved Rydoo expenses for client rebilling?
Every Monday, WebRun opens Rydoo, filters last week's expenses to approved, and groups them by project and cost center so billable costs are separated from overheads. It writes the breakdown into a Notion rebilling page and sends the finance lead a WhatsApp summary, so client costs are charged on, not absorbed.
- Billable costs reach the invoice instead of being absorbed
- Every project has a weekly expense subtotal
- Expenses missing a project code are caught before invoicing
Built for finance leads · consultancies · agencies · professional services firms
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.rydoo.comin a real browser with your saved login - no setup, no API keys. -
1
Rydoo - pull last week's approved expenses
rydoo.com
WebRun opens Rydoo to pull last week's approved expenses. - Open Rydoo and filter expenses to the approval status Approved
- Narrow the date range to last week
- Capture the amount, date, category, project and cost center on each expense
- Skip anything already exported in a previous run
Done when Every approved expense from last week is captured with its project and amount.
-
2
Notion - group them by client project
notion.so
WebRun opens Notion to group them by client project. - Create this week's rebilling page in Notion
- Group the expenses by client project with a subtotal per project
- Keep internal overhead in a separate section so only client costs go forward
- Flag any approved expense with no project set, so it can be coded before invoicing
Done when The rebilling page shows a subtotal per client project and a list of uncoded expenses.
-
3
WhatsApp - summarize what is billable
whatsapp.com
WebRun opens WhatsApp to summarize what is billable. - Send the finance lead the week's billable total and the project subtotals
- Call out expenses missing a project code, since those hold up an invoice
- Link back to the Notion page for the line-by-line detail
Done when Finance has this week's billable summary in WhatsApp.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it invoice the client?
No. WebRun prepares the billable breakdown only. Raising and sending the invoice stays a human step, so nothing reaches a client without review.
Does it change anything in Rydoo?
No. It reads approved expenses and leaves every record as it is. Approvals and edits stay with the people who own them in Rydoo.
What about expenses with no project on them?
They are listed separately as uncoded, so someone can assign a project before invoicing rather than having the cost quietly absorbed.
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