What you read before you commit
This is the document the whole migration exists to produce. Your treasurer reads it, and nothing commits until they sign it. The figures below are an example, not a congregation.
What came across
| Households | 311 |
| People | 842 |
| Families combined from duplicates | 7 |
| Rows sent to a person to decide | 4 |
| Fields we had nowhere to put | 2 |
The five checks
| Household opening balances | $184,210.00 | ties |
| Open invoices, dates kept | $61,455.00 | ties |
| Pledge balances | $92,800.00 | ties |
| Fund totals by fiscal year | $42.00 | variance |
| Receivable against QuickBooks | $184,210.00 | ties |
What we need from you
- Written authorisation to access your ShulCloud account
- An administrator who can run a report export, or your credentials for us to do it
- Your QuickBooks Online connection, so the money can be checked against the ledger
- About an hour of your treasurer’s time to read the report and sign it
What happens
- We take an export and freeze your totals. Your figures are recorded at that moment and never re-read, because the old system keeps moving while we work and a moving target is not a reconciliation.
- Nothing goes straight into the live system. Everything lands in staging first, so the import can be re-run a dozen times without going back to ShulCloud.
- We match your households against each other. Families entered twice under two member numbers get combined. Anything we are not certain about goes to a person, because merging two families is not recoverable.
- You get the dry run report. The one above.
- Your treasurer signs it. Then it commits.
The five checks, and why each one is there
Each either ties exactly or carries a variance a treasurer approved. There is no third state.
1. Every household owes what they owed
Per household, not just in total. Two families wrong by the same amount in opposite directions net to zero, and a total-only check would call that a pass while both of them are looking at somebody else’s balance.
2. Open invoices arrived open, with their original dates
An invoice redated to the day of the import reconciles perfectly and destroys your aging report, which is the thing you look at every month. A date that moved is a failure here even when every number agrees.
3. Pledge balances equal pledged minus paid
Both that our figure matches yours, and that yours is internally consistent. Sometimes it is not, and you should know that before you sign rather than after.
4. Fund totals match, by fiscal year
By year, not just by fund. A restricted fund whose total is right overall but wrong per year means money moved between years, which matters to your auditor.
5. Total receivable equals your QuickBooks balance
Last, because it only means something once the four above have passed. A total that happens to agree while the households underneath it do not is a coincidence, and we say so rather than showing you a green tick.
If it goes wrong
Every row an import writes carries the batch it came from, so undoing the whole thing is one step rather than an archaeology project. You have thirty days.
Anything already pushed to QuickBooks is listed for voiding there rather than deleted behind your back, because those entries live in your ledger and not ours.
What we do not bring across
History comes in read-only and stays readable forever. Only your opening balances and open items are written to QuickBooks, so we never re-bill something that was settled years ago or restate a closed year.
Tell us the day you want to be on it, and we will tell you what it takes.