Track your SpotOn gift-card liability so nothing slips off the books
Every Monday, WebRun opens SpotOn's gift-card report, captures total cards issued, total loaded value, redemptions to date, and current outstanding balance, appends the weekly snapshot to a Google Sheets liability tracker, calculates the week-over-week change, and posts a summary to your finance Slack channel.
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How do I automatically track gift-card liability from SpotOn each week?
WebRun pulls SpotOn gift-card issuance and redemption totals every Monday, appends the outstanding liability figure to a Google Sheets tracker, calculates the week-over-week change, and posts a digest to your finance Slack channel. Any unusual spike in liability is flagged so your team can investigate before it affects cash-flow planning.
- Finance team always has an accurate outstanding gift-card liability figure without manual pulls
- Week-over-week trends visible in Google Sheets for cash-flow planning
- Unusual liability spikes flagged automatically so nothing slips past your accountant
Built for restaurant owners · retail operators · hospitality finance teams · multi-location food service brands
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
spoton.comin a real browser with your saved login - no setup, no API keys. -
1
SpotOn - pull gift-card issuance and redemption totals
spoton.com How to Automate SpotOn
WebRun opens SpotOn to pull gift-card issuance and redemption totals. - Open SpotOn reporting and navigate to the gift-card activity report
- Capture total cards issued to date, total value loaded, total value redeemed, and current outstanding balance
- Note any cards issued or redeemed in the past 7 days to calculate weekly activity
Done when Current gift-card totals and weekly activity figures are captured from SpotOn.
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2
Google Sheets - log weekly liability and calculate week-over-week change
google.com How to Automate Google Sheets
WebRun opens Google Sheets to log weekly liability and calculate week-over-week change. - Open the gift-card liability tracker in Google Sheets and append a new row with this week's date and all captured figures
- Calculate the week-over-week change in outstanding liability
- Flag any week where outstanding liability has increased by more than 20 percent compared to the prior week
Done when This week's gift-card liability is logged and week-over-week variance is calculated.
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3
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 brief digest to the finance Slack channel: current outstanding liability, weekly change, and any variance flag
- Include the count of new cards issued this week and the redemption rate
- Link to the Google Sheets tracker for the full historical view
Done when Finance team has the weekly gift-card liability digest 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
Why does gift-card liability need to be tracked separately each week?
Outstanding gift-card balances are a real financial liability on your books. Tracking them weekly means your accountant always has an accurate number for cash-flow planning and year-end reconciliation.
Does it include expired gift cards in the liability figure?
It captures what SpotOn reports as the current outstanding balance, which reflects SpotOn's own expiry rules. If your jurisdiction requires breakage accounting, you should review the tracker with your accountant.
What triggers the week-over-week variance flag?
A flag appears in Slack when the outstanding balance increases by more than 20 percent in a single week, which could indicate an unusually large gift-card sales event or a data issue worth investigating.
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