itsmefast
Level 1
‎March 04, 2025 06:56 AM

need advice on quickbooks automation for my small education academy (to escape spreadsheet hell)

As a non profit trying to help local education school. They're drowning in Excel sheets, manual invoicing, and accounting errors. Looking to level up with QuickBooks but need guidance from those who've been there.

Current Setup

  • ~110 students, 18 teachers

  • Monthly subscription model (not upfront payments)

  • Currently using:

    • Excel sheets (one per teacher + master sheet)

    • QuickBooks Basic (bookkeeping only)

    • Go High Level (marketing)

    • RBC Express (bank charges)

    • Looking at Pluto for payment processing

Key Problems

  • Manual data entry between systems

  • No automatic invoicing to students

  • Payment tracking errors (missed charges, overpayments)

  • Time-consuming monthly reconciliation

Potential Solution

  • Upgrade to QuickBooks Plus/Essentials

  • Integrate with Pluto for payment processing

  • Create automated workflows for invoicing

Questions

  1. Can QuickBooks handle teacher-student relationships with customized pricing?

  2. Is it possible to automate monthly invoice generation based on recurring services?

  3. Can QuickBooks integrate with both Pluto and Go High Level?

  4. Has anyone successfully moved from spreadsheets to QuickBooks for a subscription-based education business?

Reply