Example · not a client project
This is an example, written to show the shape of the work. It is not a client engagement. Names and figures are made up.
Membership organisation
Membership payments stopped being re-keyed
New members paid online, then a person copied each payment into a spreadsheet and again into the membership list.
The problem
Payments arrived in one system. The membership list lived in another. A shared spreadsheet sat between them because that was the only place the two could be compared.
Someone copied names, amounts and renewal dates by hand. Spellings drifted. Reminders went to the wrong people. The illustrative cost was about six hours a week, plus the quiet distrust of every report.
The approach
We sat with the person who did the copying and watched one morning's batch. The payment provider and the membership list were both fine. The gap was the handoff.
The smallest practical fix was a connection between those two systems, with a short list for the cases a person still needed to see. Replacing either system was out of scope.
What we built
When a payment succeeded, the member record was created or updated from the same details.
Unknown emails, partial payments and name clashes landed in one exception list, instead of disappearing into the spreadsheet.
The spreadsheet stayed as a read-only check for a month, then it was retired.
The result
In this example, the weekly copy-and-paste dropped away. Exceptions became a short list with an owner. Renewal reminders used the same email the person had paid with.
The six hours and the drop in mismatches are illustrative figures, included to show the shape of the result.
Related service: Integrations and automation