Automated Ski Resort Invoice Chaser
Every Monday, WebRun cross-references overdue invoices in QuickBooks with the original group bookings in Inntopia, drafts a polite, personalized reminder for each outstanding balance, and saves it as a Gmail draft for your accounts team to review and send.
How do I automatically chase overdue invoices for ski resort group bookings?
WebRun checks QuickBooks every Monday for overdue group and corporate resort invoices, then looks up the original booking details in Inntopia to personalize each reminder. It saves a polite, context-rich draft in Gmail for your accounts team to review and send, so no outstanding balance is overlooked.
- Every overdue invoice gets a personalized draft reminder within minutes of Monday's run
- Accounts team reviews drafts in Gmail instead of writing chasers from scratch
- Invoices already chased this week are skipped automatically to avoid double contact
Built for ski resort finance teams · resort accounts managers · group sales coordinators
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
quickbooks.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
Inntopia - look up original group booking details
corp.inntopia.com
WebRun opens Inntopia to look up original group booking details. - Look up the original booking in Inntopia for each overdue invoice using the customer name or booking reference
- Confirm the stay dates, group size, and products booked to personalize the reminder
- Note the primary contact for the group or corporate account
Done when Each overdue invoice is matched to its Inntopia booking with personalization details.
-
2
QuickBooks - find overdue invoices
- Open QuickBooks and filter invoices to Overdue status
- List each overdue invoice with the customer name, amount, due date, and days overdue
- Skip any invoice already reminded in the past 7 days
Done when All overdue invoices are listed with their balances and aging details.
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3
Gmail - draft personalized payment reminders
gmail.com
WebRun opens Gmail to draft personalized payment reminders. - Draft a polite payment reminder for each overdue invoice
- Address the contact by name and reference the original stay dates and booking
- Include the outstanding amount and a clear call to action, then save as a draft for team review
Done when A reviewed-ready Gmail draft exists for every overdue invoice.
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 send payment reminders to clients automatically?
No. WebRun saves each reminder as a Gmail draft so your accounts team can review the tone and amount before anything reaches the client. Nothing is sent without human sign-off.
How does it know which invoices are already being chased?
It tracks the last reminder date per invoice and skips any that received a draft within the past 7 days, so clients never receive back-to-back chasers from the same run.
Can it handle invoices for both corporate groups and individual guests?
Yes. It processes any overdue invoice in QuickBooks regardless of customer type, and pulls the relevant booking details from Inntopia to personalize each draft.
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