Automated Tutoring Overdue Invoice Chaser
Every Monday, WebRun opens Teachworks, pulls every overdue invoice, drafts a polite reminder email for each family scaled to how long the invoice has been outstanding, and posts the aged-debt list to the staff Slack channel so the team knows where to focus collection efforts.
How do I automatically chase overdue tutoring invoices each week?
Every Monday, WebRun opens Teachworks and pulls every overdue invoice. It drafts a tiered reminder email in Gmail for each family, scaling the tone from polite nudge to final notice based on days overdue. It then posts the full aged-debt list to Slack so staff know the total outstanding and where to prioritize. Every email awaits staff approval before sending.
- Overdue invoices get a tiered, appropriately toned reminder every week without manual drafting
- Staff open Monday with a complete aged-debt list and total outstanding amount
- Invoices that are newly paid are skipped automatically so families are never chased twice
Built for tutoring centers · private tutoring businesses · learning centers · academic coaching practices
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.teachworks.comin a real browser with your saved login - no setup, no API keys. -
1
Teachworks - pull overdue invoices
teachworks.com
WebRun opens Teachworks to pull overdue invoices. - Open Teachworks and navigate to the invoices or billing section
- Filter for invoices with an unpaid or overdue status
- Capture the family name, invoice number, amount, due date, and days overdue for each
- Group invoices into tiers: 1 to 14 days, 15 to 30 days, and 30 or more days overdue
Done when Every overdue invoice is listed with its aging tier and contact details.
-
2
Gmail - draft reminder emails by aging tier
gmail.com
WebRun opens Gmail to draft reminder emails by aging tier. - Draft a polite first reminder for invoices 1 to 14 days past due
- Draft a firmer second reminder for invoices 15 to 30 days past due
- Draft a final notice for invoices more than 30 days past due, flagging that further steps may follow
- Save every email as a draft for staff to review before it is sent to any family
Done when One draft reminder email exists in Gmail for every overdue invoice, scaled to its aging tier.
-
3
Slack - post aged-debt list to staff
slack.com
WebRun opens Slack to post aged-debt list to staff. - Post the complete aged-debt list to the staff billing channel, grouped by tier
- Flag the oldest and largest balances at the top of the list
- Note the total outstanding amount across all tiers
Done when Staff have this week's aged-debt list and total 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 it email families about overdue invoices without staff approval?
No. Every reminder email is saved as a Gmail draft for staff to review and send. No family receives a payment request until a person approves it.
What does the reminder say for very old invoices?
Invoices more than 30 days past due get a firmer final notice draft that notes further action may follow. Staff review and decide whether to send it as written or escalate outside the system.
What if a family paid between Monday runs?
WebRun reads the live invoice status in Teachworks each Monday morning. Any invoice settled before the run starts will not appear in that week's draft list.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.