Automated Tank Wash QuickBooks Invoicing
Every morning, WebRun opens TankSoft Pro, finds wash tickets closed and priced since the last run, matches each to the carrier's account in QuickBooks, drafts an invoice with the wash type, EIC code, and line items, saves it unsent for a biller to review, and posts a Slack summary of what is ready to send.
How do I automatically invoice completed tank washes in QuickBooks?
Every morning WebRun opens TankSoft Pro, finds wash tickets closed and priced since the last run, and matches each to the carrier's account in QuickBooks. It drafts an invoice with the wash type, EIC code, and line items, holds it unsent for a biller to review, and posts a Slack billing summary, so completed washes are billed accurately without anything issuing on its own.
- Completed washes become draft invoices the same morning
- No invoice is issued or sent without a biller's approval
- Already-invoiced tickets are skipped so no wash is billed twice
Built for tank wash billing staff · tanker cleaning stations · wash-bay finance teams · operations managers
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
tanksoftpro.comin a real browser with your saved login - no setup, no API keys. -
1
TankSoft Pro - find priced, completed wash tickets
tanksoftpro.com
WebRun opens TankSoft Pro to find priced, completed wash tickets. - Open TankSoft Pro and filter wash tickets to those closed and priced since the last run
- Read the carrier, wash type, EIC code, detergents, surcharges, and total for each ticket
- Skip any ticket already marked invoiced so it is not billed twice
Done when Every completed, priced wash ticket is captured with its charges and carrier.
-
2
QuickBooks - draft an invoice per account
- Match each ticket to the carrier's customer record in QuickBooks
- Draft an invoice with a line for the wash type and lines for detergents and surcharges, referencing the ticket and EIC code
- Save each invoice as a draft for a biller to review before it is issued or sent to the carrier
Done when A draft invoice exists on the correct account for every completed wash.
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3
Slack - summarize what is ready to bill
slack.com
WebRun opens Slack to summarize what is ready to bill. - Post a Slack summary of the draft invoices by carrier with ticket count and total value
- Flag any ticket with no matching QuickBooks account or a missing price so a biller can resolve it
Done when The billing team sees the day's draft invoices and any that need attention.
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 issue or send invoices without me?
No. Every invoice is saved as a QuickBooks draft. A biller reviews the charges and the account, then issues or sends it, so nothing is billed to a carrier on its own.
How does it price each wash?
It reads the wash type, detergents, and surcharges already priced on the ticket in TankSoft Pro and carries those onto the draft invoice, so the total matches the closed ticket.
Could the same wash be invoiced twice?
No. It skips any ticket already marked invoiced in TankSoft Pro, so each completed wash produces one draft invoice.
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