Automated Merlin Maintenance Fee Reminders
Every Monday, WebRun opens Merlin Software, pulls every owner account with a maintenance fee balance past its due date, drafts a polite reminder email to each owner in Gmail, leaves every draft unsent for your review, and logs the full past due list to Google Sheets so you always know who still owes.
How do I automatically chase overdue timeshare maintenance fees?
Every Monday, WebRun opens Merlin Software, finds every owner account with a maintenance fee balance past its due date, and drafts a polite reminder email for each one in Gmail. Every draft is left unsent for your review, and the full past due list lands in Google Sheets, so overdue fees get chased every week instead of whenever someone remembers.
- Past due maintenance fees get a reminder every week, not just at year end
- Every reminder is drafted and waiting, so you just review and send
- The chase list shows the oldest and largest balances first
Built for timeshare resorts · vacation ownership clubs · resort finance teams · owner services 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
easymerlin.comin a real browser with your saved login - no setup, no API keys. -
1
Merlin Software - find owners past due on fees
easymerlin.com
WebRun opens Merlin Software to find owners past due on fees. - Open Merlin Software and navigate to the owner ledger
- Filter owner accounts to maintenance fee balances past their due date
- Capture the owner name, unit or week, balance, and days past due for each account
Done when Every past due maintenance fee account is listed with its balance and days past due.
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2
Gmail - draft polite reminder emails
gmail.com
WebRun opens Gmail to draft polite reminder emails. - Draft a polite, on brand reminder email for each past due owner referencing their balance and due date
- Include a note on how to pay through the Merlin owner portal
- Save every message as a draft and leave it unsent for you to review
Done when A reminder draft sits ready in Gmail for every past due owner.
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3
Google Sheets - log the past due list
google.com
WebRun opens Google Sheets to log the past due list. - Open the maintenance fee chase list sheet
- Add a row for each past due owner with balance, days past due, and reminder status
- Flag the largest and oldest balances first
Done when This week's past due list is logged with every balance and reminder status.
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 owners without me?
No. WebRun only drafts each reminder in Gmail and leaves it unsent. You read every message and click send, so no reminder reaches an owner without your approval first.
How does it know which owners are past due?
It reads the live balance and due date on each owner account in Merlin Software every Monday and lists only those past their due date.
What if an owner already paid?
It checks the live balance in Merlin Software each run, so anyone who has paid since the last reminder is skipped and dropped from that week's list automatically.
Related templates
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