Automated BakeSmart Custom Order Balance Reminders
Every morning, WebRun opens BakeSmart, finds custom orders with a deposit or balance due within the next week, checks the real payment status in QuickBooks, and drafts a short balance reminder text in Twilio so no order reaches pickup with an unpaid balance.
How do I automatically follow up on unpaid custom order deposits before pickup?
Every morning, WebRun opens BakeSmart and finds custom orders with a deposit or balance due before their pickup or delivery date. It checks the real payment status in QuickBooks, since a payment may not be logged in BakeSmart yet, then drafts a short balance reminder text in Twilio for your review before it reaches the customer.
- No custom order reaches pickup with an unpaid balance unnoticed
- Payment status is checked against QuickBooks, not guessed from BakeSmart alone
- Urgent orders within 48 hours are flagged first for review
Built for wholesale bakeries · custom cake and order bakeries · bakery finance managers · bakery front of house 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
www.bakesmart.comin a real browser with your saved login - no setup, no API keys. -
1
BakeSmart - find orders with a balance due
bakesmart.com
WebRun opens BakeSmart to find orders with a balance due. - Open BakeSmart and pull custom orders due for pickup or delivery in the next 7 days
- Note the deposit paid, balance due, and pickup date for each order
- Flag orders where the balance is due but pickup is within 48 hours
Done when Every upcoming custom order with a balance due is listed with its pickup date.
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2
QuickBooks - check the real payment status
- Cross check the invoice or payment record in QuickBooks for each flagged order
- Confirm the actual amount still owed, since a payment may not be logged in BakeSmart yet
- Skip any order QuickBooks shows as fully paid
Done when Each flagged order's real outstanding balance is confirmed against QuickBooks.
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3
Twilio - draft a balance reminder text
twilio.com
WebRun opens Twilio to draft a balance reminder text. - Draft a short, friendly balance reminder text for each customer still owing a balance
- State the amount due and the pickup or delivery date
- Leave every text as a draft for your review. Do not send without approval
Done when A balance reminder draft is ready for every custom order still owing money.
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 text a customer without my approval?
No. Every balance reminder is created as a draft in Twilio for your review. Nothing is sent to a customer until you approve and send it.
What if BakeSmart shows a balance but the customer already paid?
WebRun checks the live payment record in QuickBooks before drafting anything, so an order already paid outside BakeSmart is skipped automatically.
Which orders get flagged first?
Orders with pickup or delivery within 48 hours and a balance still due are flagged at the top, so the most urgent reminders are ready for your review first.
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