Aplos Automated Donation Entry From Email
When a donation confirmation, online giving notification, or grant award email lands in Gmail, WebRun reads the donor name, amount, date, and fund designation, creates the corresponding transaction record in Aplos, assigns it to the correct fund, and posts a confirmation to your finance Slack channel so the team knows the books are current without any manual data entry.
How do I automatically log donation and grant emails as transactions in Aplos?
When a donation confirmation or grant award email arrives in Gmail, WebRun reads the donor name, amount, date, and fund designation and creates the transaction record in Aplos assigned to the correct fund. Entries with ambiguous fund designations are staged as drafts for your finance team to review. A Slack confirmation lists every new entry so the team knows the books are current.
- Donation and grant emails become Aplos ledger entries within minutes of arrival
- Manual data entry time reduced to near zero for standard donation confirmations
- Ambiguous fund designations flagged for human review before posting
Built for nonprofit bookkeepers · church finance administrators · fund accounting data entry staff · nonprofit operations teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - read donation and grant confirmation emails
gmail.com
WebRun opens Gmail to read donation and grant confirmation emails. - Open Gmail and scan for new donation confirmations, online giving receipts, or grant award notifications
- Extract the donor or grantor name, amount, date, payment method, and any stated fund designation from each email
- Flag any email where the fund designation is missing or ambiguous for team review
- Confirm no email is processed twice by checking a processed label
Done when Every new donation and grant email is parsed with donor, amount, date, and fund designation extracted.
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2
Aplos - create transaction record with correct fund assignment
aplos.com
WebRun opens Aplos to create transaction record with correct fund assignment. - Open Aplos and navigate to the Giving or transaction entry section
- Create a new transaction record for each parsed donation or grant with the correct donor, amount, date, and fund
- Assign the transaction to the designated restricted or unrestricted fund
- For any email with an ambiguous fund, leave the record as a draft entry for finance-team review rather than posting it
Done when A transaction record exists in Aplos for every parsed email, posted to the correct fund or staged as a draft for review.
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3
Slack - confirm new entry to finance team
slack.com
WebRun opens Slack to confirm new entry to finance team. - Post a confirmation to the finance Slack channel listing each new transaction entered
- Flag any entries staged as drafts due to ambiguous fund designations
- Include donor name, amount, and fund for each posted transaction
Done when Finance team receives a Slack confirmation of all new Aplos entries and any drafts requiring review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
What happens if the email does not specify a fund designation?
WebRun creates the transaction as a draft entry in Aplos rather than posting it to a fund, and flags it in Slack so your finance team can assign the correct fund and post it.
Can it handle both one-time and recurring donation confirmations?
Yes. It processes any donation confirmation email from your online giving platform or payment processor, whether the gift is one-time or part of a recurring pledge schedule.
What if the same email is accidentally processed twice?
It applies a processed label to each handled email in Gmail and checks for that label before processing, so duplicate entries are prevented even if the run overlaps.
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