Draft vendor purchase orders the moment a project is confirmed
Every morning, WebRun opens Plunet and XTRF, finds projects confirmed since the last run, drafts a purchase order email for each assigned vendor populated with the job details and agreed rate, and notifies your finance team in Slack that POs are ready for review and issuance.
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How do I automatically draft vendor purchase orders for new translation projects?
WebRun checks Plunet and XTRF every morning for newly confirmed translation projects, pulls the vendor assignments and agreed rates, and drafts a purchase order email for each vendor in Gmail. It then notifies your finance team in Slack with a summary of all POs waiting for review and issuance before work begins.
- PO drafts are ready in Gmail before the project start date without manual effort
- Rate discrepancies are flagged before a PO is issued to the vendor
- Each vendor gets a separately scoped PO for their specific task
Built for translation agencies · language service providers · LSP finance teams · localization project managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.plunet.com/loginin a real browser with your saved login - no setup, no API keys. -
1
Plunet - find newly confirmed projects and vendor assignments
plunet.com
WebRun opens Plunet to find newly confirmed projects and vendor assignments. - Open Plunet and filter projects confirmed since the last run
- For each confirmed project, list the assigned vendors, task types, word counts, and deadlines
- Note the agreed rate for each vendor-task combination
Done when Every newly confirmed project has a complete vendor and rate list.
-
2
XTRF - pull vendor rates and contact details
xtrf.eu
WebRun opens XTRF to pull vendor rates and contact details. - Open XTRF and look up the billing email address for each assigned vendor
- Confirm the agreed rate matches the vendor's contract rate on file
- Flag any rate discrepancy for manual review before a PO is drafted
Done when Each vendor has a confirmed billing email and verified rate.
-
3
Gmail - draft PO email for each assigned vendor
gmail.com How to Automate Gmail
WebRun opens Gmail to draft PO email for each assigned vendor. - Draft a PO email for each vendor using the project name, task type, word count, rate, and deadline
- Include a PO reference number and your payment terms
- Save each email as a draft in Gmail - do not send
Done when A draft PO email exists in Gmail for every vendor on every newly confirmed project, unsent and ready for review.
-
4
Slack - notify finance team that POs await review
slack.com How to Automate Slack
WebRun opens Slack to notify finance team that POs await review. - Post a summary to the finance channel listing all PO drafts awaiting review
- Include the vendor name, project, total PO value, and a reminder to issue before the project start date
- Flag any draft where the rate discrepancy check found a mismatch
Done when Finance team has a Slack summary of all PO drafts ready for their 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 the purchase orders to vendors without my approval?
No. Every PO is saved as a Gmail draft only. Your finance team reviews and issues each one, so no vendor receives a PO without a human sign-off.
What happens if the vendor rate does not match the contract rate?
It flags the discrepancy in the Slack summary and marks the draft for manual review. The draft is still created so finance can correct the rate and send the PO.
Does it handle multiple vendors on a single project?
Yes. It creates a separate draft PO for each vendor-task combination on a project, so every translator, editor, and reviewer gets their own correctly scoped purchase order.
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