Track your Heartland gift card liability with a weekly digest
Every Monday, WebRun opens Heartland and pulls all active gift card balances, calculates the total outstanding liability, segments cards by balance range, and posts a summary digest to Slack. It also appends the weekly figures to a Google Sheet so your finance team can track liability trends over time.
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How do I track Heartland POS gift card liability automatically each week?
WebRun pulls all active Heartland gift card balances every Monday, calculates the total outstanding liability, segments cards by balance range, and posts a digest to Slack. Weekly figures are also logged in Google Sheets so your finance team can track liability trends and plan for redemption spikes.
- Gift card liability tracked weekly without manual Heartland report runs
- Finance team sees balance distribution and trend in Slack every Monday
- Breakage candidates flagged automatically for accounting review
Built for retail store owners · restaurant operators · bookkeepers · finance 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
heartland.usin a real browser with your saved login - no setup, no API keys. -
1
Heartland - pull active gift card balances
heartland.us How to Automate Heartland
WebRun opens Heartland to pull active gift card balances. - Open Heartland and navigate to the Gift Card or Stored Value report
- Pull all active gift cards with remaining balance greater than zero
- Calculate total outstanding liability across all active cards
- Segment by balance range (e.g. under $10, $10 to $50, over $50) to understand redemption risk profile
- Note any cards that have not been used in more than 12 months
Done when Total gift card liability and balance distribution are captured for the current week.
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2
Slack - post liability digest to finance channel
slack.com How to Automate Slack
WebRun opens Slack to post liability digest to finance channel. - Post a digest to the finance or management channel with total liability, card count, and balance distribution
- Flag any unusual spikes compared to the prior week
- Include the count of inactive cards (no use in 12 months) as a potential breakage indicator
Done when Finance team has the current gift card liability summary in Slack.
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3
Google Sheets - log weekly liability for trend tracking
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log weekly liability for trend tracking. - Append this week's total liability, card count, and distribution figures as a new row in the liability tracking sheet
- Preserve weekly history so trend analysis is available quarter over quarter
Done when Google Sheet liability log is updated with this week's figures.
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
Why does gift card liability matter for accounting?
Sold but unredeemed gift cards are a liability on your balance sheet. Tracking the outstanding balance weekly helps your accountant book the correct liability and prepare for redemption spikes during holidays.
Can it track gift card sales as well as outstanding balances?
Yes. WebRun can pull both gift card sales for the week and the outstanding balance in the same digest so you can see net liability movement over time.
What about gift card breakage for accounting purposes?
WebRun flags cards that have not been used in 12 months as potential breakage candidates. Your accountant decides whether and how to recognize breakage income based on your state's unclaimed property laws.
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