Automated InnoVint Distributor Order Follow Ups
Every Wednesday, WebRun opens InnoVint to check which case goods shipped to each distributor, checks QuickBooks for any related invoice still unpaid past terms, and drafts a friendly follow up email per distributor in Gmail for your sales team to review before anything is sent.
How do I follow up with distributors on overdue wine invoices automatically?
WebRun chases overdue distributor invoices for you, without contacting a distributor unattended. Every Wednesday, it checks which case goods shipped to each distributor in InnoVint, checks QuickBooks for any invoice now past terms, and drafts a friendly follow up email per distributor in Gmail, leaving it unsent for your sales team to review and send.
- Overdue distributor invoices get a reviewed follow up every week instead of at quarter end
- Every draft ties back to the actual shipment, not just an amount owed
- No distributor is contacted about payment without sales team review
Built for sales teams · controllers · winery owners · DTC and wholesale 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
cellar.innovint.usin a real browser with your saved login - no setup, no API keys. -
1
InnoVint - check case goods shipped per distributor
innovint.us
WebRun opens InnoVint to check case goods shipped per distributor. - Open InnoVint and list case goods shipped to each distributor this quarter
- Match each shipment to its SKU, case count, and ship date
- Note any distributor with a shipment but no matching order confirmation on file
Done when Recent distributor shipments are listed with SKU, case count, and ship date.
-
2
QuickBooks - check for unpaid invoices past terms
- Open QuickBooks and check invoice status for each distributor
- Flag any invoice past its payment terms
- Note how many days overdue and the amount outstanding
Done when Every distributor invoice past terms is captured with days overdue and amount.
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3
Gmail - draft a follow up for the sales team to review
gmail.com
WebRun opens Gmail to draft a follow up for the sales team to review. - Draft a friendly follow up email per distributor with overdue invoices, naming the invoices and amounts
- Leave every draft unsent in Gmail for your sales team to review
- Never send a distributor a payment follow up automatically
Done when A reviewed, unsent follow up draft exists for every distributor with an overdue invoice.
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 a distributor without my sales team reviewing it first?
No. Every follow up is left as an unsent draft in Gmail. Your sales team reviews the tone and the numbers and sends it, WebRun never contacts a distributor on its own.
How does it decide an invoice needs a follow up?
It checks each distributor's invoices in QuickBooks against their payment terms and only flags the ones already past due, so a distributor still within terms never gets a premature nudge.
Does it also track whether the order actually shipped correctly?
Yes. It matches the shipment recorded in InnoVint, SKU, case count, and ship date, against the invoice, so the follow up draft can reference the actual order, not just an amount owed.
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