Two weclapp checks every business should automate: unpaid orders and negative margins
Set up a daily unpaid-orders report and a weekly margin check for weclapp in plain language. No code, read-only by design, ready for your team.
Small checks, big money
Most companies do not lose money in one dramatic event. They lose it in small leaks that nobody notices for weeks: an invoice that is three weeks overdue, an article sold below its purchase price after a supplier raised prices, a quote that nobody followed up.
weclapp contains everything needed to spot these leaks. What is usually missing is someone who looks every day. This article shows two checks your team can set up in Steward in about five minutes each. Both run automatically and can never change a record.
Check 1: unpaid orders every day at 17:00
What it answers
“Which customers owe us money, how much is overdue, and who needs a reminder today?”
How to set it up
- Open Scheduled and select New task. See Create a scheduled task for every field.
- Name it Daily unpaid orders and choose your finance project.
- Set Repeat to Daily, the time to 17:00 and your time zone.
- Select your weclapp connection and choose Read only as the permission mode.
- Use instructions like these:
Check unpaid sales invoices and orders. Summarize customer, document number, due date and outstanding amount in euros. Show overdue items first, grouped by customer, with a total per customer. Mark anything more than 30 days overdue. Do not change any records.
Select Run now once to check the result, then refine the instructions if needed.
Why Read only matters
A scheduled task runs without anyone watching. Read only ensures it can read and report but never change a record in weclapp, whatever the instructions say. The task’s permissions and connections are checked on every run.
Check 2: articles sold below purchase price, every Monday
What it answers
“Which articles have a sales price at or below their purchase price, and which recent orders were affected?”
Supplier price increases often arrive by email, and sales prices are updated later or not at all. This weekly check catches the gap.
How to set it up
Create a second scheduled task: Weekly, Monday, 08:00, the same connection and Read only.
Find articles whose current sales price is at or below their purchase price, or whose margin is below 10 %. List article number, name, purchase price, sales price and margin. Then list sales orders from the last 7 days containing those articles. Do not change any records.
Turning the result into action
When the Monday report shows problems, a project Contributor or Manager can ask in a normal chat:
Prepare new sales prices for the articles in this morning’s margin report, so that each has at least a 25 % margin. Round to .90 and show me old and new prices.
Steward prepares a proposal in Ask for approval mode. The sales manager checks every price and approves or rejects the whole batch. The report, the proposal and the decision stay in the project, so you can see later why prices changed.
Make the results consistent
Add your company’s rules once to the project’s shared instructions, and every scheduled run follows them:
Report amounts in euros, net of VAT. Exclude test customers whose name starts with “TEST”. “Overdue” means past the due date on the invoice, not the order date.
Who sees what
- The finance team is given Viewer or Contributor access to the project and Read access to the weclapp connection.
- Only the sales manager has Approve access for price changes.
- A project Manager creates and maintains the scheduled tasks.
More checks worth automating
- Quotes older than 30 days that have not become orders.
- Customers who ordered monthly last year but not in the last 60 days.
- Shipments planned for today that are not yet packed.
- Articles with stock but no sale in 90 days.
Get started
Connect weclapp, enable it for your finance project and create your first scheduled task. For the API background behind these checks, see weclapp API examples.