Chase down past-due HOA assessments
Every Monday, WebRun opens Vantaca, pulls every owner account with a past-due balance, drafts a tiered delinquency reminder for each, logs the delinquency list to Google Sheets, and queues all notices as Gmail drafts for the manager to approve before anything goes out.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically track and send HOA delinquency notices?
WebRun opens Vantaca every Monday, finds every owner with a past-due assessment balance, and drafts a tiered delinquency notice for each. Notices are queued as Gmail drafts and logged to Google Sheets. The manager reviews and approves every notice before anything reaches a homeowner.
- No past-due account slips through the weekly review
- Notices are tiered by severity so escalations never get buried
- Managers spend minutes reviewing drafts instead of hours composing them
Built for HOA management companies · community association managers · property management firms · HOA boards
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
www.vantaca.comin a real browser with your saved login - no setup, no API keys. -
1
Vantaca - pull past-due owner accounts
vantaca.com
WebRun opens Vantaca to pull past-due owner accounts. - Open Vantaca and navigate to the Accounts Receivable delinquency report
- Filter for all owner accounts with a balance past due by more than the configured grace period
- Capture owner name, unit, balance amount, and days delinquent for each account
- Group accounts by delinquency tier: first notice, second notice, and escalation
Done when Every past-due account is listed with its owner details, balance, and notice tier.
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2
Google Sheets - log delinquency list
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log delinquency list. - Open the HOA delinquency tracker sheet
- Append a new row for each delinquent account with today's date, owner name, unit, balance, days overdue, and notice tier
- Mark previously noticed accounts to avoid duplicate outreach
Done when The tracker sheet is updated with this week's full delinquency roster.
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3
Gmail - queue draft notices for review
gmail.com How to Automate Gmail
WebRun opens Gmail to queue draft notices for review. - Draft a tiered notice for each owner: a polite first reminder for new delinquencies, a firmer second notice for repeat balances, and an escalation flag for long-overdue accounts
- Address each draft to the owner on file in Vantaca
- Save every notice as a Gmail draft so the manager reviews and sends. Nothing is sent automatically
Done when All delinquency notices are saved as drafts, ready for manager review and approval.
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 notices to homeowners automatically?
No. Every delinquency notice is saved as a Gmail draft. The manager reviews, edits if needed, and clicks Send. Nothing goes to a homeowner without a human approving it first.
How does it decide which tier of notice to send?
WebRun reads the days-overdue count and the prior-notice history from Vantaca, then applies the tiers you configure: first reminder, second notice, or escalation flag. You set the thresholds.
What if an owner already paid since the last run?
It reads the live account balance in Vantaca each run, so any owner who paid is skipped automatically and removed from that week's draft queue.
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