Collect on milestones
Every Monday, WebRun opens QuickBooks and finds milestone invoices that are due this week or already overdue, drafts a polite payment reminder for each client in Gmail, and posts the outstanding balance list to Slack so the producer knows exactly what to chase without opening the accounting app.
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How do I automatically chase milestone invoices for video production projects?
Every Monday, WebRun opens QuickBooks and identifies milestone invoices that are due this week or already overdue. It drafts a polite payment reminder for each client in Gmail and posts the outstanding balance list to Slack so your team knows exactly what to collect without manually reviewing the books.
- No milestone invoice goes uncollected past its due date
- Payment reminder drafts are ready in Gmail every Monday for one-click send
- The team sees every outstanding balance in a single Slack post each week
Built for video production studios · freelance directors · commercial production companies · creative agency finance teams
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 due and overdue milestone invoices
- Open QuickBooks and filter invoices to those with a milestone tag or label
- Identify invoices due within the next 3 days or already past due
- Collect client name, invoice number, amount, due date, and days overdue for each
Done when Every due or overdue milestone invoice is listed with its full details.
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2
Gmail - draft payment reminder emails
gmail.com How to Automate Gmail
WebRun opens Gmail to draft payment reminder emails. - Draft a polite, professional payment reminder email for each due or overdue client
- Reference the invoice number, amount, and due date so the client has full context
- Leave each email as a Gmail draft for the producer to review before sending. Do not send automatically
Done when A payment reminder draft is ready in Gmail for every due or overdue milestone invoice.
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3
Slack - post outstanding balance list
slack.com How to Automate Slack
WebRun opens Slack to post outstanding balance list. - Post a collections summary to the finance or production Slack channel
- List each outstanding invoice with client name, amount, due date, and days overdue
- Note that reminder drafts are ready in Gmail for one-click review and send
Done when The team has this week's outstanding milestone invoices listed 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 reminders to clients automatically?
No. WebRun drafts every reminder in Gmail and leaves it for the producer to review before anything is sent. No client receives a payment request without a human approving it first.
How does it identify milestone invoices?
It looks for invoices tagged or labelled as milestones in QuickBooks. You can use a custom tag, a naming convention in the invoice title, or a dedicated invoice category to distinguish milestone bills from other invoices.
What if a client already paid but QuickBooks is not updated yet?
It reads the live payment status in QuickBooks each run, so any invoice already marked as paid is skipped automatically. Keep QuickBooks up to date and no paid client receives a reminder.
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