This document discusses how Sidekick Solutions integrated eTapestry and QuickBooks Online using Zapier to automate data entry and improve data quality for a nonprofit client. Previously, the client manually entered donation and payment data into both systems, which was time-consuming and led to reconciliation issues. The integration established workflows that automatically create donor, gift, and transaction records in eTapestry and journal entries in QuickBooks Online based on payment events. This shifted work from data entry to quality review and saved over 130 hours of manual data entry per year. The client was pleased with the time savings and standardized accounting achieved through the integration.

1. Case Study: eTapestry QuickBooks
Online Integration with Zapier

2. 2 © 2020 Sidekick Solutions LLC
Hi, I’m Jessie
eTapestry Consultant
Sidekick Solutions
info@sidekicksolutionsllc.com
In this video...
● Organizational challenges
● Automated solutions
● Integration outcomes

3. 3

4. How did we get here?
4
● Managing multiple payment processors
● Manual data entry in eTapestry and QuickBooks Online
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5. Organizational challenges
5
● Manual data entry was cumbersome and time-draining
● Issues reconciling eTapestry and QuickBooks Online
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6. Opportunity
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7. eTapestry + Zapier
7 © 2020 Sidekick Solutions LLC

8. Automating data entry in eTapestry
© 2020 Sidekick Solutions LLC8

9. Discovery challenges
9
● Website didn’t link to Zapier
● Payment processor overlap
● Variety of items/products
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10. PayPal integration workflow
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11. New Successful Sale
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● Line item support
● Single IPN listener
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12. Create Google Sheet Row
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● Line item support
● Separate column per field
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13. New Google Sheet Row
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● Same Google Sheet as previous step
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14. Paths
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15. Path A
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16. Path A: Lookup table
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● Fund, Campaign, Approach
● Non-deductible amount
● Letter
● Acknowledgement description
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17. Path A: Non-deductible calculation
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18. Path A: Find/Create Constituent
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● Two field check
○ Account Name
○ Address
○ Email
● Create if none found
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19. Path A: Create Gift
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● Standard field mapping
○ Date, amount, gift type
● Lookup table and formatter mapping
○ Fund, Campaign, Approach, Letter
○ Non-Deductible
● User-defined field mapping
○ Order number, details, transaction ID
© 2020 Sidekick Solutions LLC

20. Path B
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21. Square integration workflow
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22. Lookup table
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● Fund, Campaign, Approach
● Letter
● No non-deductible amount
○ Items have variable pricing
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23. Format amount
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24. eTapestry actions
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● Same Find/Create Constituent
● Same Create Gift
○ Fund, Campaign, Approach from
lookup
○ User-defined fields for transaction detail

25. Automating data entry in QuickBooks Online
© 2020 Sidekick Solutions LLC25

26. Discovery challenges
26
● Alignment of eTapestry and QuickBooks Online values
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27. QuickBooks Online integration workflow
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28. New Journal Entry in Query
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29. Custom field mapping
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30. Find/Create Customer
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31. Create Sales Receipt
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32. Integration outcomes
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33. Maintenance
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● Weekly data quality review
● Weekly reconciliation
● Monthly review of potential duplicates
● Maintain lookup tables and field mapping
● Monitor tasks in Zapier
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34. Outcome
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• Shift from data entry to data quality
• Over 130 transactions processed via full integration
• Consistent coding of Fund, Campaign, and Approach
• Consistent coding of Product/Service and Class
© 2020 Sidekick Solutions LLC

35. From Untermyer Gardens Conservancy...
35
Complications we encountered during the discovery process encouraged us to rethink
how we categorized donations and gently moved us in the direction of standardizing
our website, Paypal, Square, and QuickBooks Online.
It is helpful to no longer spend so much time with data entry. Some of that time has
shifted to data quality control.
The integration of data from eTapestry to QuickBooks Online has been a revelation,
both in time saved and best account practices.
At the end of the day, Sidekick Solutions is still there and available to
help us if we need them!
- Jennie Bernard, Office Administrator and Jessica Norman, IT Lead
© 2020 Sidekick Solutions LLC

36. Have questions about eTapestry?
© 2020 Sidekick Solutions LLC36
info@sidekicksolutionsllc.com
Explore more automations and best practices on our website at…
sidekicksolutionsllc.com/etapestry
...or contact us via email.