Chase outstanding supplier invoices tied to Heartland purchases
Every Monday, WebRun checks Heartland for purchase orders and compares them to supplier invoices in QuickBooks. For any invoice that is overdue, it drafts a polite follow-up email and leaves it in Gmail for you to review and send, so supplier disputes get resolved before they delay your next order.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically track and follow up on overdue supplier invoices from Heartland POS?
WebRun checks Heartland purchase orders against supplier invoices in QuickBooks every Monday, flags any that are overdue or unmatched, and drafts a polite follow-up email for each in Gmail. You review and send the drafts, so no supplier communication goes out without your approval.
- Overdue supplier invoices caught weekly before they delay future orders
- Follow-up drafts ready to send in Gmail with no manual writing
- Purchase orders and bills matched automatically to close the loop
Built for retail store owners · restaurant operators · operations managers · bookkeepers
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 open purchase orders
heartland.us How to Automate Heartland
WebRun opens Heartland to pull open purchase orders. - Open Heartland and navigate to the Purchase Orders section
- List open purchase orders and note supplier name, PO number, date, and expected invoice amount
- Identify POs that have been received but not yet matched to an invoice
Done when All open and received purchase orders are listed with supplier details.
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2
QuickBooks - identify overdue supplier invoices
- Open QuickBooks and check Accounts Payable for bills from the same suppliers
- Match each Heartland PO to a QuickBooks bill where possible
- Flag any PO with no matching bill or with a bill that is past its due date by more than 7 days
- Capture supplier name, overdue amount, and days past due for each flag
Done when All overdue or unmatched supplier invoices are identified with amounts and ages.
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3
Gmail - draft follow-up emails for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft follow-up emails for review. - Draft a polite follow-up email for each overdue supplier asking for invoice status or payment confirmation
- Include the PO number, amount, and due date in each draft
- Leave all drafts unsent in Gmail for you to review before sending
Done when Follow-up email drafts are waiting in Gmail for your review, nothing sent yet.
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 the follow-up emails to suppliers automatically?
No. WebRun drafts every follow-up email and leaves it unsent in Gmail for you to review. You decide which ones to send and can edit the wording before you do.
How many days overdue before an invoice is flagged?
The default is 7 days past the due date, but you can adjust this threshold during setup to match your payment terms with each supplier.
What if a supplier invoice was already paid outside QuickBooks?
WebRun reads the live status in QuickBooks each run. If the bill is marked paid, it is skipped automatically. Keep QuickBooks up to date to avoid duplicate chasers.
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