💡 How to automate invoices and payments

Hey Makers :wave:

August is slowly waving goodbye and I’m rushing in with yet another automation story. Today, we’re talking to the community’s very own @alex.newpath! So, why not sit back and check out his great solution.

:thinking: Membership programs have their advantages, sure, but they often come with their own, unique sets of challenges, too. Payments, credits, renewals, plus complex tax reporting requirements can all make the general admin factor of managing a membership program a bit of a bummer.

Enter Make partner and director of NewPath Consulting Alex Sirota, who developed an indispensable system of Make scenarios that automate the tasks of importing invoices, customers, and payments from a popular membership management platform directly into QuickBooks.

The results?
✓ Fewer accounting errors
✓ Less manual data input
✓ Hundreds of hours saved on membership admin

:face_with_monocle: Read on to learn how Alex used Make to liberate clients from the grim fate of “spreadsheet hell.”

What problem were you trying to solve with your automation?

Automating invoice and payment syncing between QuickBooks and WildApricot, a membership management platform.

Why did the problem exist?

WildApricot’s financial system doesn’t have a way to automatically file invoices and payments into QuickBooks. Accountants, usually unpaid volunteers, end up spending hours every month on spreadsheets trying to file these records, sometimes making mistakes. Also the invoices can be complex for different types of purchases, and these need to be sorted into a custom chart of accounts for each organization.

How did you solve the problem? What does your solution look like?

NewPath Consulting has developed a suite of Make scenarios called “QuickBooks for WildApricot” that automates the task of importing invoices, customers, and payments into QuickBooks Desktop and QuickBooks Online. The scenarios are installed by our staff, and they can be easily configured and used by many customers. More than 100 customers are already using these scenarios.

What did your solution achieve?

Our scenarios eliminate ‘spreadsheet hell’ and save treasurers and accountants hundreds of hours per year, save money for our clients, and improve the integrity of the data.

The solution also allows different types of revenue (events, membership, online store purchases, donations) to be properly “mapped” into specific accounts and classes as defined in the customer QuickBooks.

alex sirota
Alex smiling at the accountants whose job he helped simplify

Curious to learn more? Check out the service :arrow_right: on the NewPath Consulting website.

Helpful Resources

:make: QuickBooks on Make
:make: Wild Apricot on Make