1.Detects new payment recorded
Integrate QuickBooks Online and accounting data tools to extract payer email, invoice reference, amount, line items, and custom advisor code to trigger downstream actions.
Notify teams and email student after payment received
Automatically monitor new payment recorded events in QuickBooks Online across QuickBooks Online, Zapier Tables, Gmail, Webhooks by Zapier, Google Sheets, and Trello. Send payer confirmations, notify teams, update enrollment status, and move student requests into the received workflowβso you can reduce billing follow-up and keep enrollments on track.
How this automation confirms enrollments faster
When new payments arrive, delays can break the enrollment timeline and stall internal coordination. This automation extracts payer details, looks up the correct advisor, and triggers email, chat, tracker updates, and Trello progressβso your team confirms status without manual chasing.
QuickBooks Onlineor swap with your favorite app
2.Looks up advisor by custom code
Integrate Zapier Tables and lookup databases to map the custom code to an advisor lookup key and return an advisor name or missing flag.
Zapier Tablesor swap with your favorite app
3.Sends payer confirmation email
Integrate Gmail and email templates to send a confirmation to the payer with invoice reference and amount, and attach the invoice PDF reference when available.
Gmailor swap with your favorite app
4.Posts internal chat notification
Integrate Webhooks by Zapier and team chat to post a formatted message with customer name, item, advisor, invoice number, total, and balance.
Webhooks by Zapieror swap with your favorite app
5.Updates enrollment tracker row
Integrate Google Sheets and reporting tools to look up rows by payer email or student name and update status to Paid and set the payment date.
Google Sheetsor swap with your favorite app
6.Moves student card to received
Integrate Trello and workflow boards to find or create a card, attach the invoice reference, and move it to the configured received list.
Trelloor swap with your favorite app
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Explore all student enrollment management automations
Accelerate student enrollment with automated application routing, record updates, and enrollment confirmations
Set up in minutes
Zapier connects your tools, triggers actions from real-time data, and streamlines workflows so your team can focus on what matters most.
Step 1
Connect your tools
Bring your apps together so information can move automatically between the tools your team already uses.
Step 2
Define the trigger
Choose the events that should start your workflow, like a new submission, updated record, completed task, or customer action.
Step 3
Automate and measure
Let your workflow handle follow-ups, updates, notifications, and reporting so your team can track progress and act faster.
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