Payment Tracking and AR Workflow

Desired project deliverables are:
1. Recommendations for automating or integrating the application-to-QB handoff (native integration, Zapier/middleware, or process redesign — whichever fits our stack).
2. Specific guidance on reducing the reconciliation burden created by upfront payments — e.g., batching, matching rules, or restructuring how upfront payments are recorded so they don't require manual reconciliation later.
3. A lighter-touch invoicing workflow (and map of the system, where helpful) — templates, automated triggers, or scheduling tied to application/payment status.
4. A recommended AR outreach cadence/system (automated reminders, escalation steps) that fits our nonprofit scale — we are a small team, not a full AR department.
Constraints to work within: Part-time accounting team of 2 people, limited budget for new tools

Organization Mission

The Regenerative Organic Alliance unites farmers, brands, and consumers to advance the highest standard for regenerative organic agriculture as the foundation for a more resilient future.The Regenerative Organic Alliance (ROA) is a US-based non-profit that develops and manages the global Regenerative Organic Certified® (ROC™) standard that holistically integrates soil health, biodiversity, and social fairness. Our mission is to accelerate the transition to regenerative organic agriculture for the benefit of our planet's environment, the rural economy, and our personal health.​ To realize this mission, ROA leverages the buying power of ROC™ brands to drive demand for ROC™ products and connect producers across the globe with premium markets.