The accounting system is simple to setup and simple to use. It has been designed primarily to manage pledges, receipts and membership notifications. The system sends out emails and SMS notifications.

Please Note: the SMS needs to be configured with a Twilio account, the configuration for this is not included as I do not know how to do it, it was handled by my developer.

File: Click here to open a copy of the Google Sheet

Below is a step by step setup instructions to get started.

1. Open up the sample Google Sheet
2. File > Make a Copy…
3. You now have your own copy of the sheet.
4. Make it yours – go to the Settings tab and enter your information
5. To pull in the member information from the member’s spreadsheet tab follow instructions below
   1. In Cell A:1 type in =IMPORTRANGE(“enter you Member spreadsheet URL here“,“Members!A1:P1000”)
   2. Enter and allow sheet access
6. Setup the triggers that will send out the messages
   1. Tools > Script Editor
   2. Setup triggers as per this screenshot
   3. Hit Save
   4. Click ok on the prompts
7. To use SMS add in your Twilio credentials in the Utils_TwilioSMS.gs
8. Done!

This is the main value of this system billing for pledges and simplifying payments.

Understanding the Pledges tab:

1. Column A: In this column, you can choose a name from any member that is listed on the Members Tab
2. Columns B – Q: Here you can enter up to 4 pledges
3. Columns R – S: These columns are used by the system to know when to send or resend bills and will be explained later.

Using the Pledges tab

1. Simply enter the information.
   1. Amount is the amount due
   2. Paid is used after the pledge is paid
2. To send out a bill or receipt
   1. Automated – notifications will automatically go out on a schedule.
   2. Manual – if you want to send out the notification before they will go out automatically. Utilities >  Pledges
      1. Process Bills – this will send out the bills
      2. Process Receipts – this will send out receipts and move the line item to the Transactions tab
      3. Process Payments – this will move the line item to the Transactions tab and NOT send a receipt

Billing and Receipts

1. When a new pledge is added a bill will be sent out
2. If a new item is added to an existing bill a revised bill will be sent out
3. If a line item is changed a revised bill is sent out
4. When payment is applied a receipt is sent out
5. When a bill is fully paid the line will be moved to the transaction tab

Reminders

1. A reminder is sent out every 30 days (from the last time a message was sent for this bill)
2. To generate a new reminder within the 30 days just remove the date stamp from the bill sent column