Track your gift card liability before it surprises your books
Every Monday, WebRun opens PDI Technologies, pulls the total outstanding gift card liability, breaks it down by card type and issuance date range, reconciles it against the gift card liability account in QuickBooks, flags any discrepancy, and posts a clean weekly summary to your finance Slack channel so the team always knows what is on the books.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I track and reconcile my convenience store gift card liability automatically?
WebRun opens PDI Technologies every Monday, pulls total outstanding gift card balances by type and age, and compares them against the gift card liability account in QuickBooks. The result is a Slack digest with a full breakdown and a variance flag for any discrepancy, so your finance team always knows what is on the books.
- Gift card liability is reconciled between PDI and QuickBooks every Monday without manual work
- Discrepancies above $100 are flagged automatically in the Slack digest
- Aged unredeemed balances are visible by issuance year for escheatment review
Built for convenience store accountants · c-store finance managers · fuel retail CFOs
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
pditechnologies.com/increase-productivity/erp-back-officein a real browser with your saved login - no setup, no API keys. -
1
PDI Technologies - pull outstanding gift card balances by type
pditechnologies.com How to Automate PDI Technologies
WebRun opens PDI Technologies to pull outstanding gift card balances by type. - Open PDI Technologies and navigate to the Gift Card report
- Pull total outstanding balance across all active gift card types
- Break down the liability by issuance year range and card type
- Note total cards issued, redeemed, and outstanding this week
Done when Total gift card outstanding balance is captured with a breakdown by type and age.
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2
QuickBooks - compare against gift card liability account balance
- Open QuickBooks and navigate to the gift card liability account on the balance sheet
- Read the current balance for the gift card deferred revenue liability account
- Compare it against the total outstanding balance from PDI Technologies
- Note the variance if any difference exists between the two systems
Done when The QuickBooks liability balance has been compared with PDI and any variance is noted.
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3
Slack - post weekly liability summary and flag discrepancies
slack.com How to Automate Slack
WebRun opens Slack to post weekly liability summary and flag discrepancies. - Format a Slack message with total outstanding gift card liability from PDI, the QuickBooks liability account balance, and the variance
- Add a breakdown table by card type showing cards issued, redeemed, and outstanding
- Flag any variance above $100 with a warning note
- Post to the finance or accounting Slack channel
Done when Finance team has the weekly gift card liability summary in Slack with any discrepancy called out.
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
What does it do when it finds a discrepancy between PDI and QuickBooks?
It flags the variance in the Slack message with a warning note and the exact dollar amount. Your accounting team then investigates and adjusts the QuickBooks entry as needed.
Does it adjust QuickBooks entries automatically?
No. WebRun only reads and compares the balances. Any journal entry adjustments to the QuickBooks liability account are made by your accountant after reviewing the flagged variance.
How does it handle gift cards that were issued years ago and never redeemed?
The breakdown by issuance date range makes aged unredeemed balances visible, helping your finance team assess whether any cards qualify for escheatment reporting under your state's unclaimed property rules.
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