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Automated Off-Season Client Outreach

Once a quarter, WebRun reads your Google Sheets client list to identify active clients for the newsletter, drafts a timely advisory email in Mailchimp with relevant tax tips for the current period, and posts a Slack notification for the preparer to review and schedule the send before anything goes to clients.

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Runs on WebRun · Strict Lockdown policy
Quarterly (first Monday of the quarter) WebRunorchestrates each step
1 Google Sheets read the active client list
2 Mailchimp draft the quarterly advisory newsletter
3 Slack notify the preparer to review and schedule
In short

How do I automatically keep tax clients engaged with a quarterly newsletter off-season?

Once a quarter, WebRun reads your active Google Sheets client list, drafts a timely advisory newsletter in Mailchimp with relevant tax tips for the current period, and posts a Slack notification for the preparer to review and schedule. The newsletter goes to clients only after the preparer approves it, keeping the firm top of mind all year.

  • Clients receive a timely quarterly advisory that keeps the firm visible between filing seasons
  • The preparer reviews a complete Mailchimp draft in Slack rather than building the newsletter from scratch
  • Only opted-in clients receive the newsletter so the firm stays compliant with email consent rules

Built for CPA firms · tax preparers · enrolled agents · accounting practices

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens docs.google.com/spreadsheets in a real browser with your saved login - no setup, no API keys.

  2. 1
    Google Sheets - read the active client list
    google.com
    WebRun in Google Sheets: read the active client list
    WebRun opens Google Sheets to read the active client list.
    • Open the client list sheet
    • Filter to active clients opted in to newsletter communications
    • Capture the client names, email addresses, and any segment tags (e.g. business owner, W-2 filer, rental property) for personalization
    • Note the current quarter and any relevant upcoming deadlines or tax law changes to feature

    Done when The active client list and current-quarter topic notes are ready for the newsletter draft.

  3. 2
    Mailchimp - draft the quarterly advisory newsletter
    mailchimp.com
    WebRun in Mailchimp: draft the quarterly advisory newsletter
    WebRun opens Mailchimp to draft the quarterly advisory newsletter.
    • Create a new campaign draft in Mailchimp using the firm's standard newsletter template
    • Write the advisory content: a brief intro from the preparer, two or three tax tips relevant to the current quarter, and a reminder of any upcoming deadlines
    • Set the recipient list to the active client segment from Google Sheets
    • Leave the campaign as a draft. Do not schedule or send it automatically

    Done when A complete Mailchimp campaign draft exists with content, recipient list, and subject line, awaiting the preparer's review.

  4. 3
    Slack - notify the preparer to review and schedule
    slack.com
    WebRun in Slack: notify the preparer to review and schedule
    WebRun opens Slack to notify the preparer to review and schedule.
    • Post a Slack notification to the preparer with the Mailchimp campaign link
    • Summarize the newsletter topics and the number of recipients
    • Ask the preparer to review the draft, adjust the tone or content if needed, and schedule the send

    Done when The preparer has a Slack notification with the campaign link and a prompt to review and schedule the newsletter.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
docs.google.com/spreadsheets
ScheduleRuns automatically on this cadence
Quarterly (first Monday of the quarter)
DeliveryHow each run's result reaches you
Newsletter draft · Slack
OutputWhat each run produces - A Mailchimp campaign draft with quarterly advisory content, plus a Slack notification for preparer review and scheduling.
Text
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Will it send the newsletter to clients without my review?

No. WebRun creates the Mailchimp campaign as a draft and notifies the preparer in Slack. The preparer reviews the content, adjusts the messaging if needed, and schedules or sends the campaign manually. Nothing is sent without the preparer's go-ahead.

What topics does the newsletter cover?

WebRun drafts content relevant to the current quarter: for example, year-end tax planning tips in Q4, estimated tax reminders in Q2, or mid-year checkup prompts in Q3. You can provide a topic brief or example newsletter and WebRun will match your firm's usual focus and voice.

How does it know which clients to include?

It reads your Google Sheets client list and filters to clients marked as active and opted in to newsletter communications. You control the opt-in column, so only consenting clients appear in the Mailchimp recipient list.

Keep going

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