Automated Senior Living Monthly Billing Review
On the first of each month, WebRun opens Yardi, checks every resident's record for care-level changes, ancillary charges added since the last billing run, and missing recurring fees, compiles a reconciliation list in Google Sheets grouped by issue type, and posts an alert to the billing team in Slack with a link to the review sheet.
How do I automate a monthly billing review for a senior living community?
WebRun opens Yardi on the first of each month, checks every resident record for care-level mismatches, missing ancillary charges, and absent recurring fees, and compiles a categorised review list in Google Sheets. It then alerts the billing team in Slack with the item count and a direct link, so every discrepancy is caught and corrected before statements go out.
- Billing discrepancies are caught before statements go out, not after resident complaints
- The billing team opens the first of the month with a categorised review list ready to work
- Care-level mismatches are flagged before they create under-billing for an entire month
Built for senior living billing coordinators · assisted living business office managers · senior housing finance teams · independent living administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.yardi.comin a real browser with your saved login - no setup, no API keys. -
1
Yardi - check charges, care-level changes, and missing fees
yardi.com
WebRun opens Yardi to check charges, care-level changes, and missing fees. - Open Yardi and navigate to the Resident Billing section
- Review each resident's charge schedule against the current period
- Flag care-level changes that have not yet been reflected in the charge schedule
- Identify ancillary charges posted in the period (therapy, incontinence supplies, guest meals) and confirm they match service records
- Flag any resident with a recurring charge missing from this period compared to last month
Done when Every billing discrepancy, missing charge, and unreconciled care-level change is identified for the current period.
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2
Google Sheets - compile billing review list
google.com
WebRun opens Google Sheets to compile billing review list. - Open the Monthly Billing Review sheet and clear last month's resolved items
- Append a new row for each discrepancy with resident name, room, issue type, expected amount, and current billed amount
- Group rows by issue type: care-level mismatch, missing ancillary, missing recurring fee, and other
- Mark each row as Open so the billing team can update it to Resolved when actioned
Done when The Billing Review sheet has every pending item categorised and marked as Open.
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3
Slack - alert billing team to pending items
slack.com
WebRun opens Slack to alert billing team to pending items. - Post a billing review alert to the billing-team Slack channel
- State the total number of open items by category
- Include the link to the Google Sheets review list
- Note the target date by which all items should be resolved before statements are issued
Done when The billing team has a Slack alert with the item count by category and a link to the review sheet.
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 make any changes to charges or billing records in Yardi?
No. WebRun only reads billing and charge data from Yardi and writes the review list to Google Sheets. All corrections are made by your billing team in Yardi after reviewing the sheet. Nothing is adjusted automatically.
How does it know which charges are missing?
It compares each resident's current period charge schedule in Yardi to the prior month. Recurring fees that appeared last month but are absent this period are flagged as potentially missing for staff to confirm.
What if the billing team has already resolved some items before the first of the month?
WebRun reads live data from Yardi each run. If a care-level mismatch was corrected before the run, Yardi's records will match and that item will not appear in the review list.
Related templates
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