Chase overdue private-pay invoices without the awkward calls
Every Monday, WebRun opens QuickBooks, finds private-pay invoices that are past due, logs each outstanding balance in a Google Sheet chase tracker, and drafts a polite payment reminder email for each family in Gmail for a billing coordinator to review and send.
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- Under $0.01 per run
- Cancel anytime
How do I automatically chase overdue private-pay invoices for home care clients?
Every Monday, WebRun checks QuickBooks for overdue private-pay invoices, logs each outstanding balance in a Google Sheet chase tracker with escalation flags, and drafts a polite payment reminder in Gmail for each family. No reminder is sent until a billing coordinator reviews and approves it.
- No overdue private-pay invoice sits uncollected past 30 days without a reminder
- Billing coordinators get a ranked chase list and ready-to-send drafts every Monday
- Accounts over 60 days get an escalation draft automatically flagged for attention
Built for home care agencies · home health billing teams · private-pay coordinators · operations 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
app.qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue private-pay invoices
- Open QuickBooks and navigate to the Invoices list filtered to overdue private-pay clients
- Capture the client name, invoice number, amount due, due date, and days overdue for each
- Sort by days overdue, most urgent first
- Skip any invoice already paid or with a payment plan in place
Done when Every overdue private-pay invoice is listed with client name, amount, and days outstanding.
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2
Google Sheets - log outstanding balances in chase tracker
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log outstanding balances in chase tracker. - Open the private-pay invoice chase Google Sheet
- Update each client's row with the current overdue amount, days outstanding, and date last reminded
- Flag accounts more than 60 days overdue for escalation
- Update the status column to Reminder Pending for each
Done when The chase tracker is updated with this week's outstanding balances and escalation flags.
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3
Gmail - draft polite payment reminders for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft polite payment reminders for review. - Draft a polite, on-brand payment reminder email for each overdue family account
- Include the invoice number, amount due, due date, and easy payment instructions
- For accounts more than 60 days overdue, draft a firmer escalation notice with a payment deadline
- Save every draft in Gmail for the billing coordinator to review before sending
- Do not send any invoice reminder automatically
Done when One Gmail draft reminder exists per overdue account, ready for coordinator review.
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 payment reminder emails to families without my approval?
No. Every reminder email is drafted in Gmail and held for a billing coordinator to review before sending. Payment communication with families is always a human decision, protecting relationships and ensuring the tone is right.
What does the reminder email say?
A brief, polite reminder with the invoice number, amount due, and payment instructions. For accounts over 60 days overdue, it drafts a firmer notice with a payment deadline. The coordinator can adjust the language before sending.
What if a family has already paid?
It reads live QuickBooks data each Monday, so any invoice that has been marked paid is automatically skipped. Families who have settled their balance will not receive a reminder that week.
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