Chase overdue firm invoices for tax resolution clients
Every Monday, WebRun opens QuickBooks to find tax resolution clients with invoices past due, cross-references each client against their active case in Canopy to add case context, drafts a polite payment reminder email in Gmail for each overdue client, and posts the full chase list to Slack so your billing team knows who to follow up with.
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How do I automatically chase overdue invoices from my tax resolution clients?
Every Monday, WebRun opens QuickBooks to find tax resolution clients with overdue firm invoices, matches each to their active Canopy case for context, and drafts a polite payment reminder in Gmail for each overdue client. The billing team gets a full chase list in Slack and reviews every draft before any email goes out.
- Overdue invoices surfaced and reminder drafts ready every Monday morning
- No payment request sent without billing manager review and approval
- Invoices over 60 days flagged automatically for escalation
Built for tax resolution firms · CPA firm billing managers · enrolled agent practices · tax firm administrators
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
qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue client invoices
- Open QuickBooks and filter invoices to overdue status
- Capture the client name, invoice amount, invoice date, and days overdue for each
- Sort by days overdue with the oldest invoices first
Done when Every overdue invoice is listed with client name, amount, and days outstanding.
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2
Canopy - add case context for each overdue client
getcanopy.com How to Automate Canopy
WebRun opens Canopy to add case context for each overdue client. - Look up each overdue client by name in Canopy to find their active resolution case
- Note the case type and assigned case manager for each client
- Flag any client where the case has recently had IRS activity, since those clients may need the invoice conversation handled carefully
Done when Each overdue client is matched to their Canopy case type and case manager.
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3
Gmail - draft payment reminder emails for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft payment reminder emails for review. - Draft a polite, professional payment reminder email for each overdue client
- Reference the invoice number and amount due without disclosing case details in the email
- Save every email as a Gmail draft addressed to the client's email on record in Canopy
- Do not send any email - leave all drafts for the billing manager to review and send
Done when A payment reminder draft exists in Gmail for every overdue client. No email has been sent.
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4
Slack - post billing chase list to team
slack.com How to Automate Slack
WebRun opens Slack to post billing chase list to team. - Post the weekly billing chase list to the billing team's Slack channel
- Include client name, invoice amount, days overdue, case manager, and whether a Gmail draft is ready
- Flag any invoice over 60 days old for escalation
Done when The billing team has this week's full chase list in Slack with draft status for each client.
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 email clients about overdue invoices automatically?
No. Every payment reminder is saved as a Gmail draft for your billing manager to review. Nothing is sent to a client until a human approves and sends the email.
Why does it cross-reference Canopy?
It adds the case type and case manager to the chase list so your billing team knows the client context. For clients with active IRS activity, a case manager may want to be part of the payment conversation.
What if a client pays between runs?
QuickBooks is read at run time each Monday, so any payment recorded before the run will mark that invoice as no longer overdue and the client will be excluded from that week's chase list.
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