How a cleaning services company reduced QuickBooks receipt processing time by 80%

Industry

Cleaning services for short-term rentals and hotels

Business area

Administration, billing, and operations

Automation type

Record centralization and sales receipt generation

Services

Process design, automation, integration, and operational dashboard

Tools

BookingKoala, Slack, email, Monday.com, Make, and QuickBooks

Key result

80% reduction in time spent processing billing records

The company used BookingKoala to receive service requests from its clients. Part of the operational information was sent through Slack, while changes and cancellations could also be communicated by email during the month.

At the end of each month, the owner had to manually reconstruct the activity for every client. This required reviewing Slack conversations, emails, spreadsheets, and other records to confirm:

• Which services had been requested.
• Which services had been completed.
• Which requests had been modified.
• Which services had been canceled.
• Which records should ultimately be entered into QuickBooks.

Each client could generate one receipt per week, so a significant number of records accumulated by the end of the month. Once the information had been validated, the owner had to manually enter the data into QuickBooks.

The process required a high level of concentration and was prone to typing errors. It was also difficult to delegate because it involved confidential information and access to financial systems.

As a result, the company depended heavily on the owner’s availability to complete a critical operational task.

Before the automation, the workflow operated as follows:

1. Clients requested services through BookingKoala.
2. The requests generated records or notifications in Slack.
3. Some requests were modified or canceled during the month.
4. The owner manually reviewed Slack, emails, and spreadsheets.
5. He compared the available information to reconstruct the history of each service.
6. He confirmed which records should be billed.
7. He manually entered the data into QuickBooks.
8. Billing was processed in a large batch at the end of the month.

This process concentrated too much knowledge and responsibility in one person. It also increased the risk of omissions, duplicate entries, and transcription errors.

The client needed a billing system that was more reliable, consistent, and easier to delegate.

The main objectives were to:

• Reduce the owner’s manual workload.
• Minimize transcription errors.
• Organize records continuously throughout the month.
• Prevent work from accumulating at month-end.
• Allow an assistant to review the records without accessing confidential credentials.
• Create sales receipts in QuickBooks through a controlled process.
• Improve visibility into weekly revenue from this service.

Syntropic Ops designed a system using Monday.com and Make to centralize and organize billing records on a weekly basis.

Instead of waiting until the end of the month to reconstruct all activity, the information was progressively added to a structured database in Monday.com. This allowed records to be reviewed while the details were still recent and prevented the workload from building up over several weeks.

The solution also separated operational review from access to sensitive information. An assistant could review and validate the records within the system without receiving the owner’s financial account credentials.

Once the weekly records had been organized and approved, the user selected a “Generate Receipts” option from a dropdown field in Monday.com. Make then coordinated the workflow required to process the information and create the corresponding sales receipts in QuickBooks.

The system transformed a manual, monthly process that was difficult to delegate into a structured weekly workflow.

1. 01

   Record Collection

   Service data is added and organized in Monday.com throughout the week.

2. 02

   Review

   The assistant reviews the records and confirms the information required for billing without accessing the owner’s confidential credentials.

3. 03

   Preparation

   The records are centralized and prepared for processing instead of remaining scattered across conversations, emails, and spreadsheets.

4. 04

   Activation

   Once the information has been reviewed, the user selects “Generate Receipts” from a dropdown field in Monday.com.

5. 05

   Processing

   Make uses the organized information to execute the integration workflow with QuickBooks.

6. 06

   Receipt Creation

   The system creates the corresponding sales receipts.

7. 07

   Tracking

   The records remain available in Monday.com for review and traceability.

8. 08

   Reporting

   A dashboard displays weekly revenue and other relevant records associated with the service.

No significant technical issues were reported during implementation. The main challenge was not connecting the tools, but transforming a scattered process that depended on the owner’s knowledge into a clear and delegable workflow.

The solution had to meet two important requirements.

The first was confidentiality. The assistant needed to participate in the review process without receiving personal or financial login credentials.

The second was maintaining a human control point before the receipts were created. For that reason, the process does not generate the documents fully automatically. A person first reviews the records and then deliberately triggers receipt generation from Monday.com.

This approach preserved control over billing without requiring the owner to complete the entire process manually.

The automation created benefits beyond time savings.

The client explained that the solution exceeded expectations and did more than simply accelerate the previous process. It allowed the company to handle the work in a smarter and more organized way.

The client also reported that invoice processing was no longer a task to dread at the end of each month and that the new system freed up a significant amount of time.

In the client’s words:

This collaboration has been a game-changer for us. The Syntropic Ops team demonstrated a remarkable ability to understand the intricacies of our project right away, particularly our need to integrate Monday.com with QuickBooks effectively. They delivered a seamless integration that has led to a more streamlined, efficient, and effective operation.

Previously, our company had a time-consuming way of processing invoices, and it was a cumbersome routine, manually transferring data between Excel spreadsheets, which was time-consuming and error-prone. The Syntropic Ops team's solution has not only automated this process, but it made it easy to understand and implement. It turned out to be better than I had even thought it could be.

The new system is a significant upgrade from our old methods. It's not just about doing the same work faster; it's about doing it smarter. We've seen an astonishing 80% reduction in our time on these tasks without having to use 3 monitors to complete this task. I no longer dread processing invoices at the end of the month. This freed up a lot of my time.

This project transformed a manual, monthly process that depended heavily on the owner into a weekly, organized, and delegable system.

Using Monday.com, Make, and QuickBooks, Syntropic Ops created a workflow that centralizes records, protects confidential information, maintains human review, and simplifies the creation of sales receipts.

The result was an 80% reduction in the time spent on the process, a lower operational burden for the owner, and a more convenient billing experience for both the company and its clients.