Automated Therapy Balance Reminders
Every Monday, WebRun opens SimplePractice, lists clients carrying an overdue balance, cross-checks Stripe so anyone who has already paid is dropped, drafts a polite reminder with the amount due and a secure pay link in Gmail, and leaves every draft unsent for the front desk to review and send.
How do I chase overdue client balances in my therapy practice?
Every Monday, WebRun opens SimplePractice, lists clients with an overdue balance, then checks Stripe so anyone who has already paid is dropped. It drafts a polite reminder with the amount due and a secure pay link in Gmail, leaves every draft unsent for the front desk, and never charges a card itself, so chasing balances stays gentle and human-approved.
- Overdue balances surface every Monday, not when they pile up
- Clients who already paid are dropped before any reminder is drafted
- Each reminder is drafted and waiting, so the front desk just reviews and sends
Built for private practice therapists · billing teams · practice managers · front desk teams
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
account.simplepractice.comin a real browser with your saved login - no setup, no API keys. -
1
SimplePractice - find overdue balances
simplepractice.com
WebRun lists clients with an overdue balance in SimplePractice. - Open SimplePractice and filter client billing to those with an overdue balance
- Capture each client, the amount outstanding, and how many days it is overdue
- Skip any client on a payment plan or already reminded this week
Done when Every client with an overdue balance has been listed with the amount and age.
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2
Stripe - confirm who has paid
stripe.com
WebRun checks Stripe so clients who already paid are dropped from the list. - Open Stripe and check recent payments against each client on the overdue list
- Drop anyone whose balance Stripe shows as already settled
- Note any failed or disputed charge so the front desk can look into it
Done when The overdue list reflects live Stripe payments, with paid clients removed.
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3
Gmail - draft balance reminders
gmail.com
WebRun drafts a polite balance reminder with a pay link and leaves it unsent. - Draft a polite, on-brand reminder to each client with the amount due and a secure pay link
- Keep the tone warm and offer to set up a payment plan if money is tight
- Save every message as a draft and leave it unsent for the front desk to review
Done when A balance reminder draft sits ready in Gmail for every overdue client.
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 email clients about money on its own?
No. WebRun only drafts each balance reminder in Gmail and leaves it unsent. Your front desk reads every message and clicks send, so no payment reminder reaches a client without a person approving the wording first.
Does it charge cards or take payments?
No. WebRun never charges a card or moves money. It reads balances in SimplePractice, checks Stripe to see who has already paid, and drafts a reminder with a secure pay link. The client pays themselves through that link.
How does it avoid chasing someone who already paid?
Before drafting, it cross-checks each overdue client against recent Stripe payments and drops anyone whose balance has settled. It also skips clients on a payment plan or already reminded this week.
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