Wellstead Solutions specializes in financial operations for nonprofit organizations, helping them streamline accounting processes, track donations accurately, and maintain real-time visibility into their financial health. With nonprofits facing unique reporting challenges and tight budgets, Wellstead Solutions needed a way to automate time-consuming manual tasks to provide clients with timely, accurate reports without the delays of traditional accounting practices.
By implementing G-Accon, Wellstead Solutions has been able to replace its manual data entry and reporting workflows with automated, near real-time processes. This transformation has allowed them to scale their business and improve client satisfaction by delivering financial insights that nonprofit leaders can rely on.
Challenge
Nonprofits often struggle with outdated financial data, relying on external accountants to close their books on a quarterly basis. As Clay Sandoz, founder of Wellstead Solutions, explains:
"Before they came to us, our clients were dealing with CPAs who’d say, ‘We’ll close your books on a quarterly basis, and it’ll take us 30 to 45 days to do that.’ So you could be 30 days past the end of a quarter and then find out that at the beginning of the last quarter, things were a little off. By that point, it’s not even relevant—you can’t make decisions if you’re 80 days behind on data."
Wellstead’s clients needed real-time visibility into donations, expenses, and overall financial health to make informed decisions, but the manual reconciliation processes and delayed reporting made this difficult.
Solution
Wellstead Solutions turned to G-Accon to automate and streamline their financial processes. By integrating G-Accon with Google Sheets and QuickBooks, Clay and his team were able to automate journal entry uploads, donation reconciliation, and profit-and-loss reporting.
"G-Accon has become essential. It saves me maybe a week or several days on our monthly close process. I’ve got it set up to run the whole automation, so by the time I sit down at my desk on the first of the month, most of the processes are done," Clay explains. "I’ll give it a visual check, maybe double-check a few things, but it’s pretty automated."
G-Accon enables Wellstead to pull down donation data on an hourly basis, automatically calculate transaction fees, and refresh financial data every few hours. This automated process gives Wellstead’s clients reliable, up-to-date financial insights without waiting for manual updates.
Implementation
The G-Accon integration has allowed Wellstead Solutions to create custom dashboards that automatically pull the latest financial data. These dashboards provide nonprofits with tailored insights, like donation trends, donor-specific reports, and fiscal year adjustments.
"We tell our clients, ‘It’s up to you to tell us what story you want your data to tell you,’" Clay says. "If you want to see donations versus expenses over the life of the organization or just for the last 13 months, we can customize all that. The data is there, and G-Accon allows us to pull exactly what we need, in the format we need."
This flexibility enables Wellstead to serve each nonprofit’s unique needs without reinventing workflows every month. With G-Accon’s automated journal entry uploads and financial report downloads, Clay’s team can pull a P&L report in minutes instead of hours, and trust that the data is accurate.
Results
1. Significant Time Savings
Wellstead Solutions’ monthly close process, which used to take up to a week, can now be completed in a single day with G-Accon. By automating these processes, Wellstead has freed up time to focus on higher-value tasks, like client communication and strategic analysis.
"Even if it’s only saving 30 minutes per client, when you scale that across 13 clients, it adds up quickly," says Clay. "With G-Accon, we’re doing journal uploads and P&L downloads in five minutes. If I had to do all that manually, it would take at least half an hour per client."
2. Improved Client Confidence and Satisfaction
For nonprofits, having reliable, up-to-date financial information is crucial for board meetings, donor relations, and strategic planning. G-Accon provides Wellstead’s clients with this confidence by ensuring that the numbers are accurate and refreshed every three hours.
"I love being able to tell my clients, ‘Anything you see on the dashboard is no more than three hours out of date.’ That’s powerful," Clay shares. "One of my clients even told me, ‘I walked into the meeting, and I had everything I needed in the dashboard—it was all just right there.’ That’s the selling point of what we can offer."
3. Scalable Growth
With G-Accon handling the heavy lifting of data integration, Wellstead Solutions can take on more clients without scaling up their team proportionally. The automation has created a scalable infrastructure that allows Wellstead to grow efficiently and serve more nonprofits.
"If I was doing all this manually, I’d probably be maxed out. But now, I can confidently support 13 clients, and when a director asks if I’m taking on new clients, I can say yes," says Clay. "G-Accon has made us scalable."
Conclusion
For Wellstead Solutions, G-Accon is more than just a tool—it’s the foundation of their ability to scale and serve nonprofits with high-quality financial insights. By automating time-consuming tasks like journal entry uploads, data reconciliation, and custom reporting, G-Accon allows Wellstead’s team to focus on what they do best: providing strategic financial guidance to nonprofits.
"G-Accon lets us free up our human brains to work on the things that only humans can do. It handles all the repetitive, time-intensive processes in the background," says Clay. "It’s transformed month-end close from a stressful week-long endeavor to an automated, error-free process we can trust."
About Wellstead Solutions
Wellstead Solutions is a financial operations firm that specializes in serving nonprofit organizations. By automating and streamlining financial processes, Wellstead provides nonprofits with accurate, timely insights into their finances, empowering them to make better decisions and focus on their missions.
About G-Accon
G-Accon is an integration tool that connects Google Sheets with accounting software like QuickBooks, enabling automated data uploads, downloads, and real-time financial insights. With G-Accon, organizations can streamline their financial workflows and gain access to up-to-date financial data without manual intervention.
Key Takeaways
- Productivity Boost: G-Accon saves Wellstead Solutions a full week each month on financial close processes.
- Increased Accuracy: Automated workflows reduce human error and ensure data accuracy, providing clients with reliable information.
- Enhanced Scalability: Automation enables Wellstead to support a growing client base without significantly increasing overhead.
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