Merlin Automated Owner Collections Drafting
Every Monday, WebRun opens Merlin Software, finds owner accounts that remain unpaid past your collections threshold despite earlier reminders, drafts a formal collections notice for each in Gmail, leaves every draft unsent for your finance team's review, and posts a Slack alert naming which accounts are now at the collections stage.
How do I escalate long overdue timeshare owner accounts to collections?
Every Monday, WebRun opens Merlin Software and finds owner accounts that remain unpaid past your collections threshold after the standard reminder sequence. It drafts a formal collections notice for each in Gmail, leaves every draft unsent for finance to review and approve, and posts a Slack alert naming which accounts reached that stage, so escalation goes through a human first.
- Escalation only happens after the standard reminder sequence, never a skip ahead
- Finance reviews and approves every notice before it reaches an owner
- The team sees every newly escalated account in Slack the same week it happens
Built for timeshare finance teams · vacation ownership collections departments · resort accounting
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
easymerlin.comin a real browser with your saved login - no setup, no API keys. -
1
Merlin Software - find accounts past the collections threshold
easymerlin.com
WebRun opens Merlin Software to find accounts past the collections threshold. - Open Merlin Software and filter owner accounts to balances past your configured collections threshold
- Confirm each account already received the standard reminder sequence
- Capture the owner, balance, and total days past due for each
Done when Every account past the collections threshold is listed with its balance and reminder history.
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2
Gmail - draft formal collections notices
gmail.com
WebRun opens Gmail to draft formal collections notices. - Draft a formal collections notice for each owner stating the balance, the reminder history, and the next step if it stays unpaid
- Keep the tone firm but factual, matching your standard collections letter
- Save every message as a draft and leave it unsent for finance to review and approve
Done when A formal collections notice draft sits ready in Gmail for every escalated account.
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3
Slack - alert finance to the escalation
slack.com
WebRun opens Slack to alert finance to the escalation. - Post an alert to the finance channel naming every account that reached the collections threshold this week
- Include the balance and days past due for each
- Note that the collections notice drafts are waiting in Gmail for sign off
Done when Finance has this week's collections escalation list in Slack.
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 a collections notice go out without approval?
No. Every notice is saved as a Gmail draft. Your finance team reviews and signs off before anything is sent, so no owner gets a collections notice automatically.
How does it decide an account is ready for collections?
It checks that the balance is past your configured threshold and that the account already went through the standard reminder sequence in Merlin Software, so nobody skips straight to collections.
Does it involve an outside collections agency?
No, not on its own. WebRun only drafts the internal notice and alerts finance. Any referral to an outside agency stays a decision your team makes.
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