Automated Tradify Unbilled Materials Check
Every Monday, WebRun opens Tradify, reads the purchase orders and supplier bills costed to each job, compares them against the invoices raised for that job, finds the materials that were never charged on, logs each one in Airtable, and posts the recovery list to Notion.
How do I find materials bought for a job that never made it onto the invoice?
Every Monday, WebRun opens Tradify, matches purchase orders and supplier bills costed to a job against the invoices raised for that job, and finds the materials never charged on. It logs each one in Airtable and posts the recovery list to Notion with the job, supplier, and amount.
- Margin quietly absorbed on materials is recovered week by week
- Every purchase order is matched to its job and the invoice it is missing from
- Items you choose to absorb stop reappearing once marked
Built for electricians · plumbers · HVAC contractors · field-service business owners
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
go.tradifyhq.comin a real browser with your saved login - no setup, no API keys. -
1
Tradify - match purchases against invoices
tradifyhq.com
WebRun opens Tradify to match purchases against invoices. - Open Tradify and list the jobs completed or invoiced in the last few weeks
- For each job read the purchase orders and supplier bills costed against it, with supplier and amount
- Compare those costs against the invoice lines raised for the job and note anything with no matching charge
Done when Every recent job has its purchases matched against its invoice lines.
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2
Airtable - log every unbilled item
airtable.com
WebRun opens Airtable to log every unbilled item. - Add a row per unbilled item with the job, customer, supplier, purchase order number, and amount
- Mark whether the job is already invoiced and closed or still open
- Clear rows that were recharged since the last run so the list only shows live money
Done when Airtable holds every unbilled purchase with its job and amount.
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3
Notion - post the recovery list
notion.so
WebRun opens Notion to post the recovery list. - Post the recovery list to your operations page, largest amount first
- Group by job so the owner can see the full picture per customer
- Leave invoicing to a person. WebRun never edits an invoice or sends one to a customer
Done when This week's recovery list is on the Notion operations page.
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 add lines to an invoice or send one?
No. WebRun reports what is missing and leaves the invoice alone. You decide what to recharge, and every invoice is edited and sent by a person.
What about materials you deliberately absorb?
Mark the job or the purchase as absorbed once and WebRun leaves it off future lists, so goodwill items and warranty work do not keep coming back.
Does it look at closed jobs too?
Yes. It checks recently completed and invoiced jobs as well as open ones, because a purchase costed after the invoice went out is exactly the money most often lost.
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