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How We Integrated Private School Management Portal With QuickBooks

The flexibility of QuickBooks accounting software makes it the preferred accounting software for us at BigResources Solutions – we do not only have a solid experience around implementations but interacted with several business owners in virtually every industry, understand their toughest challenges and now understand the simple tweak you need to perfect your accounting system.

Recently, we were at an existing client’s office who, after installing and setting up QuickBooks, was still having challenges in tracking school fees payment on a real-time. At the beginning of the term, there was countless credit flows from parents into their corporate accounts, the accounting staff were not able to input the transactions due to limited manpower compared to the number of students in the school. This led to delay in report submission to the management as they couldn’t generate a list of students in each class and their receivables faster.

My team and I were called up to help resolve this issue using our technical expertise in accounting software and application integration.

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For over 5 years, we have implemented QuickBooks for several companies under Retail, Manufacturing, Oil & Gas, Real Estate & Construction, Travels, Hospitality,Legal, Co-operatives, NGOs, Financial & Service Sectors.
  • Mbaire Services Nigeria Ltd(Construction)
  • Aristokrat 360 Limited(Creative & Media Agency)
  • Alpha Pharmacy (Health Care & Supermarket)
  • Hawkes Legal(Legal)
  • OPI Nigeria International Limited (Oil & Gas Servicing)
  • Zenilum Company Limited (Oil & Gas Servicing)
  • Lilygate Hotel(Hospitality)
  • Josien Holdings Limited(Distribution)
  • Aisha Buhari Foundation (Futured Assured)(NGO)
  • Doheney HR Services(HR)
  • Biddel Oil & Gas Limited (Oil & Gas)
  • System Intelligenz Limited(Contractor)
  • MagTech Information Security (IT)
  • Infusion Cakes Nigeria (Bakery)
  • Landmark Centre (Event Centre)
  • Mountain Ice Travel & Tour (Travels)
  • BTS System (Service)
  • Logos Travel Support & Solutions Ltd (Travels)
  • Germaine Auto Centre (Autos)
  • BD Consult (PR)
  • Starlight Nigeria (Retail)
  • Temple Private School (Education)
  • C. Charles Resources Limited (IT consulting)
  • Adeniyi Coker Consultants Limited (Real estate and construction)
  • The Nigerian Economic Summit Group (NGO)
  • Value Mart Supermarket (Retail)
  • Transweb Bureau De Change (Financial Service)
  • Wakanow Travels (Travels)
  • Vektro Food Limited (Manufacturing & Retails)
  • Orient Petroleum PLC (Oil & Gas)
  • Plus More

The school currently has a school management portal deployed to help manage all their registers, teachers assessment of each student, exam scores etc, but what we needed from the portal was a detailed report of school fees payment (CSV format) so that our application can read it and import into QuickBooks.

After reaching a deal, we contacted the web portal developer to help us re-format the CSV format of the payment report using our QuickBooks acceptable file – this is very critical as QuickBooks developers’ documentation for importing payment transactions clearly states an acceptable format and required details – data of payment, name of customers (which in this cases are the students), amount paid, and the bank receiving the flow.

Moving ahead, we installed our application on the administrator system where the company file is domiciled so that all import can be easily pushed into their necessary ledgers but there was still an issue; the desktop based offline application couldn’t connect to the QuickBooks charts of account and display existing students as it is in QuickBooks. On troubleshooting, we noticed that the client’s QuickBooks desktop version was 2013 and Intuit QuickBooks has stopped supporting such version. We tested the application on my system since I have the latest version and it worked. As you expect, we had to back up the company file, upgrade the QuickBooks Pro 2013 software to QuickBooks Pro 2017 and then restored the file to the new version. That fixed it!

We eventually connected to the recently installed QuickBooks and ran our first payment import from the school portal into QuickBooks – all the invoice balances (amount due) were knocked off by the actual amount paid while their corresponding banks were credited.

I am excited that our solution helped our clients solved their toughest challenges and now they can process hundreds of payment transactions into QuickBooks in less than a minute, a workflow that took not less than 2-3 hours if done manually.

You might be wondering how we can adapt our solution to your existing business, yes! we can help you import your banking transactions into QuickBooks, request for a meeting with our accounting software expert by sending a mail to or call 08105090001

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