Chase unpaid dues invoices so staff do not have to
Every Monday, WebRun opens Wild Apricot, finds members with overdue dues invoices, drafts a polite payment chaser for each that includes the invoice amount and a direct payment link, and posts a review queue to Slack so staff can approve and send without manual triage.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically chase overdue dues invoices for association members?
WebRun opens Wild Apricot every Monday, finds members with overdue dues invoices, and drafts a polite payment chaser in Gmail for each one with the invoice details and a direct payment link. Staff review and approve every chaser in Slack before sending, ensuring no financial communication goes out without a human check.
- Overdue invoices are caught and chased every Monday without manual triage
- Members with multiple overdue invoices receive one consolidated, professional email
- Paid invoices are automatically removed from the chase queue on every run
Built for professional associations · trade associations · membership finance staff · association executives
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.wildapricot.comin a real browser with your saved login - no setup, no API keys. -
1
Wild Apricot - find overdue dues invoices
wildapricot.com
WebRun opens Wild Apricot to find overdue dues invoices. - Open Wild Apricot and navigate to the Finances section
- Filter invoices to those with a status of overdue or unpaid and a due date more than 7 days past
- Capture each member's name, membership level, invoice number, amount due, and days overdue
- Note any members with multiple overdue invoices for a consolidated message
- Skip members who have a payment plan in place or an active dispute on the account
Done when Every overdue dues invoice is listed with the member details, amount, and days outstanding.
-
2
Gmail - draft polite invoice chasers
gmail.com How to Automate Gmail
WebRun opens Gmail to draft polite invoice chasers. - Draft a polite, on-brand invoice chaser for each member, referencing their invoice number, the amount owed, and a direct payment link from Wild Apricot
- Use a firmer but still respectful tone for invoices more than 30 days overdue
- Consolidate multiple overdue invoices into one email for members who owe on more than one
- Leave every draft unsent, ready for staff review before delivery
Done when A draft invoice chaser exists in Gmail for every member with an overdue invoice, unsent and awaiting staff approval.
-
3
Slack - post review queue and outstanding balance summary
slack.com How to Automate Slack
WebRun opens Slack to post review queue and outstanding balance summary. - Post a weekly overdue invoice summary to the finance or membership team channel
- List total overdue amount, number of members affected, and how many draft chasers are ready for review
- Flag invoices more than 30 days overdue as priority
- Include a link to the Gmail drafts folder for staff review and approval
Done when Staff have this week's overdue invoice totals, member counts, and a link to review and approve draft chasers 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 send invoice chasers to members without staff approval?
No. Every chaser is saved as a Gmail draft and held unsent until a staff member reviews and approves it. No financial communication reaches a member automatically.
Can it handle members with multiple overdue invoices?
Yes. WebRun consolidates all overdue invoices for a single member into one email rather than sending separate chasers for each invoice, keeping the communication clean and professional.
What if a member pays between runs?
WebRun reads the live invoice status from Wild Apricot each Monday, so any member who paid since the last run is automatically removed from the chaser queue and does not receive a duplicate request.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.