Automated Whereby Billable Call Logging
Every evening, WebRun opens Whereby, reads today's meetings across your rooms with their start time, duration, and participant count, matches each one to a client record in Airtable, logs it as billable time, and posts anything it could not match to Microsoft Teams for someone to assign.
How do I log Whereby client calls as billable time?
WebRun opens Whereby each evening and reads every meeting held that day with its room, duration, and participant count. It matches each call to a client in Airtable and writes an unbilled time entry, then posts anything it could not match to Microsoft Teams, so billable video time stops leaking.
- Every client call has a time entry the same evening
- Unmatched calls are surfaced instead of silently lost
- Invoicing starts from a complete log rather than memory
Built for consultants · coaches · agencies · professional services firms
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
whereby.com/user/loginin a real browser with your saved login - no setup, no API keys. -
1
Whereby - read today's meetings and durations
whereby.com
WebRun opens Whereby to read today's meetings and durations. - Sign in to Whereby and open your rooms and meeting activity
- Collect every meeting held today with its room, start time, and duration
- Note the participant count and the host for each meeting
- Skip meetings under your minimum billable length
Done when Every meeting held today is captured with its room, duration, and host.
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2
Airtable - match each call to a client
airtable.com
WebRun opens Airtable to match each call to a client. - Open your client and time base in Airtable
- Match each meeting to a client using the room name and the host's usual assignments
- Create a time entry with the date, duration, client, and host
- Mark each entry as unbilled so it flows into your next invoicing run
- Leave any meeting it cannot match confidently as unassigned
Done when Every matched meeting has an unbilled time entry against a client.
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3
Microsoft Teams - flag calls it could not match
microsoft.com
WebRun opens Microsoft Teams to flag calls it could not match. - Post today's unmatched meetings to your operations channel in Microsoft Teams
- Give the room, the time, the duration, and the host for each
- Add the day's total logged hours and the total still unassigned
- Skip the post on days where everything matched cleanly
Done when Unmatched calls have been surfaced for a human to assign.
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
Does it record or transcribe my calls?
No. WebRun reads meeting metadata only: the room, the time, the duration, and the participant count. It never joins a call, never records audio, and never reads a transcript.
Does it invoice the client automatically?
No. Time entries are written as unbilled in Airtable and wait for your normal invoicing run. WebRun never issues an invoice, never charges a card, and never emails a client.
What if a call cannot be matched to a client?
It stays unassigned in Airtable and appears in the Microsoft Teams post that evening, so a human decides who it belongs to rather than the wrong client being billed.
Related templates
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