Keep handyman maintenance plan members renewing on time
Every Monday, WebRun opens Housecall Pro, finds maintenance plan memberships renewing within 30 days or already lapsed, checks each member's billing status in QuickBooks, and drafts a personalized renewal or reactivation email in Gmail so your office can review and send before the membership goes cold.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automate handyman maintenance plan renewal reminders?
Every Monday, WebRun opens Housecall Pro and finds handyman maintenance plan memberships renewing within 30 days or already lapsed. It checks each member's billing status in QuickBooks and drafts a personalized renewal or reactivation email in Gmail, left unsent until your office approves it, so no membership lapses without a timely, human-reviewed nudge.
- At-risk memberships are flagged before the renewal window closes
- Billing status is confirmed in QuickBooks before any reminder is drafted
- Lapsed members get a separate reactivation message ready for review
Built for handyman businesses · home repair contractors · handyman membership programs · field service subscription 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
app.housecallpro.comin a real browser with your saved login - no setup, no API keys. -
1
Housecall Pro - find memberships due for renewal
housecallpro.com How to Automate Housecall Pro
WebRun opens Housecall Pro to find memberships due for renewal. - Open Housecall Pro and navigate to the Memberships section
- Filter to plans renewing within the next 30 days or with a renewal date already passed
- Capture the member name, address, plan name, and renewal date for each
Done when Every at-risk membership is captured with the member details and renewal date.
-
2
QuickBooks - check the billing status
- Match each membership to its billing record in QuickBooks
- Confirm whether the renewal payment already went through or failed
- Skip anyone whose payment already succeeded
Done when Every at-risk membership has a confirmed billing status from QuickBooks.
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3
Gmail - draft the renewal reminder
gmail.com How to Automate Gmail
WebRun opens Gmail to draft the renewal reminder. - Draft a friendly renewal reminder for each member mentioning the plan name and included benefits, such as priority scheduling or an annual safety check
- For lapsed members, draft a reactivation message instead
- Leave every draft unsent in Gmail for your office to review
Done when A renewal or reactivation draft is queued in Gmail for every at-risk member.
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 members without my office reviewing first?
No. Every renewal and reactivation email is drafted and left unsent in Gmail. Your office reviews and sends each one, so no message reaches a member without approval.
What if a member's payment already went through automatically?
WebRun checks the live billing status in QuickBooks before drafting anything, so a membership that already renewed successfully is skipped.
Does it handle both upcoming and already-lapsed memberships?
Yes. Memberships renewing within 30 days get a standard reminder draft, while already-lapsed memberships get a separate reactivation draft.
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