How We Eliminated Weekend-Long Reconciliation for a UK Charity

00:00

Let me tell you about a charity that was spending entire weekends on financial admin and how we fixed it. The charity supports vulnerable communities. So, refugees, domestic abuse survivors, struggling single mothers, important work that requires every hour they can give. But every month, the CEO was losing entire weekends to donation reconciliation. Here was the problem.

00:26

Donations came through Woo Commerce on their website. Additional income flowed directly into their bank and needed recording in zero. Different funds had different restrictions. So money donated for one purpose couldn't be spent on another and nothing talked to anything else. So every month, leadership would sit down with spreadsheets, cross reference bank statements against

00:52

donation records, account for Stripe fees and refunds, manually post journal entries for each fund category, and pray nothing got missed. So we built a system that eliminated all of this. Donations from Woo Commerce now flow automatically through web hooks into a central staging system. The platform matches donations against strike payouts, accounting for processing fees and timing differences.

01:23

It dduplicates contacts when donors give from multiple email addresses. And only after successful reconciliation does it automatically post the correct journals to zero properly categorized by fund. The weekend reconciliation disappeared completely. Leadership went from wrestling with spreadsheets to focusing on what actually matters, supporting vulnerable families. That's what good

01:54

software should do. Not just automate tasks but give you back time for your actual mission.