Payment sync and reporting

The problem

Payment data had to serve several needs at once, including day-to-day tracking, financial reporting, and budget visibility. Fluxx was the source of truth, but staff still needed easier ways to access live data they could sort and filter without relying on stale spreadsheet exports.

What I built

A controlled sync layer from Fluxx to Monday and SharePoint: Monday gives the team an operational view, and SharePoint Lists provides structured data for Power BI. A few fields, such as state and due date, can write back to Fluxx. An automated email layer sends invoices to Bill.com for processing.

System flow

What made it hard

A grantee will notice a sync error in payment data, so most of the design is about keeping Fluxx the source of truth. When a record drifts out of sync, there's a defined way to fix it without editing three places by hand.

What changed

Staff now check payment status in Monday and Power BI instead of an exported spreadsheet, and Fluxx is still the only place a payment gets edited.

Fluxx and BILL, both ways

One Power Automate flow sends each Fluxx payment to BILL as an invoice. A second checks BILL for each payment's status and writes it back to Fluxx, so the payment's state in Fluxx follows what happened in BILL. I packaged both flows for staff to import and adapt, and trained the team to run and debug them on their own.