Draft renewal reminders before memberships lapse
Every Monday, WebRun opens Cerbo, finds every patient whose annual membership or care plan renews in the next 30 days, checks QuickBooks to confirm no renewal payment has already been recorded, and drafts a personal reminder email in Gmail for staff to review and send, so no membership lapses by accident.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I remind patients to renew their annual membership before it lapses?
WebRun finds every patient whose annual membership or care plan renews within 30 days in Cerbo, checks QuickBooks to confirm they haven't already paid, and drafts a personal renewal reminder in Gmail for each one. Staff review and send the drafts themselves every Monday, so no membership lapses simply because a reminder never went out.
- No membership lapses because a reminder was forgotten 30 days out
- Reminders reach only patients confirmed unpaid in QuickBooks, not everyone
- Staff still approve every message before a single patient sees it
Built for membership based functional medicine practices · concierge medicine clinics · direct primary care practices · practice managers
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
cerbo.comin a real browser with your saved login - no setup, no API keys. -
1
Cerbo - find memberships renewing soon
cerbo.com How to Automate Cerbo
WebRun opens Cerbo to find memberships renewing soon. - Open Cerbo and filter patients whose annual membership or care plan renews within the next 30 days
- Capture each patient's plan name, renewal date, and assigned provider
Done when Every membership renewing within 30 days is listed with its renewal date.
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2
QuickBooks - confirm renewal hasn't been paid
- Look up each patient's account in QuickBooks
- Check whether a renewal invoice or payment has already been recorded
- Drop anyone who has already paid or renewed from the list
Done when Only patients who have not yet renewed remain on the list.
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3
Gmail - draft the renewal reminder for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft the renewal reminder for review. - Draft a personal renewal reminder for each remaining patient, naming their plan and renewal date
- Leave every email as a draft in Gmail. Do not send any of them
- Flag the list for a staff member to review and send
Done when A reviewed, ready to send reminder is waiting in Gmail for every patient who still needs one.
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 patients without anyone checking first?
No. Every renewal reminder is left as a draft in Gmail. A staff member reads it, can adjust the wording, and sends it. WebRun never emails a patient on its own.
How does it avoid reminding someone who already renewed?
It checks QuickBooks for a recorded renewal invoice or payment before drafting anything. Anyone already paid is dropped from the list automatically.
What if a patient's plan changed recently?
It reads the plan name and renewal date directly from Cerbo each Monday, so any recent plan change is reflected the next time it runs.
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