Automated Records Management Invoice Chasing
Every Monday, WebRun opens O'Neil Stratus, finds invoices past their due date, drafts a polite payment reminder for each client in Gmail for staff approval, and posts a short overdue summary to your billing Slack channel.
How do I automatically chase overdue invoices for records management clients?
WebRun checks O'Neil Stratus every Monday for past-due storage and shredding invoices, drafts a polite payment reminder in Gmail for each client and leaves it for billing staff to approve before sending. It also posts a ranked overdue list to Slack so your team can prioritize the largest or oldest balances first.
- Every overdue account gets a reminder draft within hours of the billing run
- Billing staff start Monday with a ranked collections list in Slack
- Clients who have already paid are skipped automatically from live O'Neil Stratus data
Built for records management companies · secure shredding services · document storage billing teams · records center accounts receivable
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
oneilsoftware.comin a real browser with your saved login - no setup, no API keys. -
1
O'Neil Stratus - find past-due invoices
oneilsoftware.com
WebRun opens O'Neil Stratus to find past-due invoices. - Open O'Neil Stratus and filter invoices to those with a past-due status
- Capture the client name, invoice number, amount due, original due date, and days overdue
- Group by client and note any accounts with multiple overdue invoices
Done when Every past-due invoice is listed with its client, amount, and days overdue.
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2
Gmail - draft payment reminder for each client
gmail.com
WebRun opens Gmail to draft payment reminder for each client. - Draft a polite payment reminder for each client citing the invoice number, amount, and due date
- For accounts over 60 days past due, escalate the tone and reference your payment terms
- Leave every draft unsent in Gmail for the billing manager to review and approve before sending
Done when A payment reminder draft is queued in Gmail for every overdue client.
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3
Slack - post weekly overdue summary
slack.com
WebRun opens Slack to post weekly overdue summary. - Post a ranked summary of overdue accounts to the billing Slack channel
- List the largest or oldest balances first with client name, amount, and days overdue
- Tag the billing manager so the list is actioned the same day
Done when The billing team has this week's overdue list in Slack.
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 clients on its own?
No. WebRun drafts every reminder in Gmail and leaves it unsent for the billing manager to review and approve. No client receives a payment request without a staff member checking it first.
Does it cover both storage and shredding invoices?
Yes. It reads all past-due invoices in O'Neil Stratus regardless of service type, including recurring storage fees, shredding runs, retrieval charges, and imaging services.
What if a client pays between runs?
Each Monday run reads the live invoice status in O'Neil Stratus, so clients who have paid since the last run are automatically skipped and only genuinely overdue accounts are included.
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