Great news for our users leveraging Keela for their CRM and donor management! Aplos now offers a direct integration with Keela, creating a seamless way to bring over your donation data into Aplos for comprehensive accounting. This connection helps streamline your financial tracking, so you can keep focusing on your vital mission!

Getting Started: Linking Your Accounts 🔗

To begin this integration, you'll need Admin access in Aplos. If you're not an Admin, please coordinate with someone who is!

1. Navigate to Partners: From your Aplos account, click on Settings (at the top) and choose Partners.
2. Locate Keela: Scroll down the Partners page until you find the Keela option.
3. Link Your Account: Select "Link My Account".
4. Choose Your Region: Select the region you are in when prompted.
5. Log In to Keela: You'll be taken to a page to enter your Keela login credentials. Go ahead and sign in there.
6. Confirm Integration: After logging in, you'll receive a confirmation for the linked integration. Confirm this, and you'll be redirected back to your Aplos account to finalize the setup.

Step-by-Step Setup: Mapping Your Data in Aplos ✨

Once linked, you'll have three (and one optional fourth!) key steps to ensure your Keela donation data flows into Aplos exactly how you need it.

Step 1: Set Your Start Date 📅

• Choose the start date from which you want transactions to begin syncing over from your Keela account into Aplos.
• Please note: the start date can only be selected from the sync date forward
  

Step 2: Map Your Transactions (Deposits & Fees) 📊

• Deposit Accounts: Any deposit type available to be brought over from Keela will appear here. Aplos will automatically create asset accounts on your Chart of Accounts for these deposits.
• Expense Accounts for Transaction Fees: For online giving, you'll have the option to map transaction fees to specific expense accounts. Aplos will automatically set up expense accounts to be connected to your different online donation avenues

Step 3: Map Your Impact Areas to Purposes 🎯

• Default Purpose: From a dropdown list of your Aplos Purposes, select a default purpose where you want your Keela transactions that do not have an impact area assigned to be mapped to in Aplos.
• Create New Purpose (Optional): If you need a brand-new purpose specifically for this integration, you can click "Create Purpose" to quickly set it up in Aplos.
  • Note: be sure to save draft at the bottom before clicking the "create purpose" button as this will take you to the purposes page in Aplos.
• Specific Keela Impact Area Mapping: Map any Keela Impact Areas, that you plan to sync over to Aplos, to a purpose in Aplos for correct accounting records.
  

Optional Step 4: Set Up Exclusion Rules (Control What Comes Over) 🚫

• Want to keep certain Keela transactions out of Aplos? You can set up exclusion rules based on several criteria from Keela:
  • Gift Type: (e.g., exclude "in-kind donations" if you don't track those in Aplos accounting)
  • Category
  • Payment Method
  • Impact Area
    
• This feature pulls directly from your Keela data, giving you granular control over what syncs.

Initiating the Sync & Understanding the Flow 🚀

Once your setup is complete, you're ready to start bringing that data over!

1. Start Integration: After finishing your setup, you'll see a brief overview of what's about to be imported. Confirm by clicking "Start Integration".

How Donations Sync from Keela to Aplos:

• Automatic Sync (Online Donations): Once configured, new donations created in Keela from online giving will seamlessly sync over to Aplos.
• Manual/Bulk Sync (Offline Donations):
  • Donations given offline in Keela will need to be manually synced to Aplos.
  • You can perform a bulk sync by checking off multiple donations on your main Keela transactions screen (under the Fundraising tab), then using the "Actions" dropdown to select "Sync with Aplos".
    
  • Filter for Ready to Sync: Use the filter options in Keela to easily find transactions that are "ready" to be synced over (meaning they haven't synced yet but can be).
    

To learn more about managing your synced and un-synced transaction in Keela, take a look at their resource on this integration.

What You'll See in Aplos After Syncing:

• Contribution Screen: On your Contribution screen in Aplos, you'll see each individual donation.
• Keela Individual Contact: Each donation will be recorded with the contact name "Keela Individual" or "Keela Company". This is because your donor management is handled in Keela, so detailed donor information doesn't need to be duplicated in Aplos.
• Payment Details: Payment information will be visible in the notes section of the transaction.
• Automatic Deposit & Fees: If the donation was given online, it will automatically get deposited to the asset account you set up during the integration, with any associated expense fees also recorded. You'll see this money transferred to the correct asset register in your accounting. If the donation was given offline, then you will need to deposit the donation manually from the contributions screen.

Showing Money in Your Bank Account (Post-Sync)

• When you're ready to show that the money from these synced donations has been deposited into your actual bank account, simply go to the asset register you want to transfer from in Aplos.
• From there, you'll create a payment out of that asset account to your checking account.

And that's it! You've successfully integrated Keela with Aplos.