Syncing transaction data to bookkeeping systems

Purpose

1.1. Automate syncing transaction data from ticketing, merchandise, class sales, and donation systems directly into bookkeeping software.
1.2. Automatically extract financial records across payment gateways (Stripe, PayPal, Square) and event management (Eventbrite, Brown Paper Tickets), reducing manual entry.
1.3. Automates reconciliation of revenue streams from various sources, ensuring all financial activity including ad hoc studio rentals is captured.
1.4. Centralizes cashflow, expense, tax, and grant fund tracking for real-time financial visibility and audit readiness for dance company operations.

Trigger Conditions

2.1. New transaction or payment event detected on source platform.
2.2. A periodic schedule (e.g., daily at midnight) to fetch any unsynced transactions automatically.
2.3. Manual trigger from admin dashboard for immediate sync.
2.4. Notification from upstream system indicating a status change (refund, chargeback, corrected entry).

Platform Variants

3.1. Stripe
• Function/API: Listen to `payment_intent.succeeded` webhook, automate posting to bookkeeping with transactions details.
3.2. PayPal
• Feature/Setting: Connect via REST API `GetTransactionDetails`, automate data extraction and transfer.
3.3. Square
• Feature/Setting: Setup `Payments API` callback, automate pushing transactions to accounting.
3.4. Eventbrite
• Function: Use `Order Placed` webhook, automate event sales data mapping into books.
3.5. Brown Paper Tickets
• API: Utilize `Sales Feed API` to automate extraction for account sync.
3.6. Shopify
• Feature: Trigger on `Order Paid` webhook, automate by forwarding data to bookkeeping.
3.7. WooCommerce
• API: Subscribe to `Order Updated` REST hook for automated sync.
3.8. QuickBooks Online
• API: Use `CreateInvoice`, `CreateSalesReceipt` REST endpoints to automate transaction logging.
3.9. Xero
• API: Automate posting with `CreateInvoices` and `BankTransactions` endpoints.
3.10. Sage Business Cloud
• Feature: Automate sync via `POST /invoices` endpoint.
3.11. FreshBooks
• API: Automated creation of payment records via `PaymentCreate` endpoint.
3.12. Zoho Books
• API: Automate sync with `Customer Payments API`.
3.13. Wave
• API: Use `Transactions POST` to automate entry creation.
3.14. MYOB
• API: Automator for `POST /Sale/Invoice/Item` transactions.
3.15. FreeAgent
• API: Automate sync using `POST /invoices` endpoint.
3.16. Netsuite
• SuiteTalk API: Automate with `add` or `update` transaction functions.
3.17. Oracle Fusion Cloud
• REST API: Automate with `CreateReceivablesInvoice` for incoming funds.
3.18. SAP Business One
• API: Automate `AddIncomingPayment` for transaction logging.
3.19. Microsoft Dynamics 365
• Feature: Use `POST /financials/companies/{companyId}/salesInvoices` to automate.
3.20. Chargebee
• API: Automate on `Payment Succeeded` event to push financials to bookkeeping.

Benefits

4.1. Automates accurate, timely data sync; no more manual entry errors or time delays.
4.2. Ensures all revenue from tickets, sales, and grants are automatedly accounted for, supporting audit and compliance.
4.3. Reduces admin workload, freeing team for creative/artistic or outreach activities.
4.4. Scalable automator for growing dance companies with multiple income streams, supporting rapid expansion.
4.5. Improves stakeholder confidence via reliable, always-up-to-date automated records.