Aplos is a nonprofit accounting solution with features for fund management, budgeting, reporting, and other financial operations tasks. Keela’s integration with Aplos is a one-way sync of data that brings online and offline transactions listed in Keela into your deposit and expense accounts in Aplos to align with your fund accounting requirements.

Video Walkthrough

Getting Started

To turn on this integration, you will need an active Aplos account. To configure the settings for this integration, you must have administrative permissions in Aplos. If you don’t have administrative permissions, please contact your Aplos account admin before moving forward. Here are the steps to set up the Aplos integration, starting in Keela:

Log into Keela and navigate to Organization Settings > Integrations in the top navigation menu.
Under Our Partners, select Aplos > Connect Now.
Log in to your Aplos account using your Aplos login credentials.
Once logged in, you will be asked to confirm that you would like to connect your Keela account to your Aplos account. Click Confirm to connect your accounts.
When the connection has been confirmed, you will be brought to a page in Aplos titled, Manage Your Keela Integration. This is where you can configure the logistics of your data sync.
Choose the start date from which you want transactions to begin syncing over from your Keela account into Aplos. You can choose to sync up to three years of historical online transactions from Keela to Aplos. Your historical offline transactions within your chosen timeframe will be flagged as “ready” in Keela for manual sync. Or, you can start from the current or future date of your choosing.
Next, you will confirm your Deposit and Expense account settings. When you connected your Keela account to Aplos, Deposit and Expense accounts were automatically created in Aplos to match the payment processors available for income and fees in Keela. If you’d like to change these accounts, you can click the drop down area under each Aplos account field to make a new selection.
Set a Default Purpose in Aplos to determine where Keela transactions will be sent when they do not have an assigned Impact Area.
Choose where your Keela Impact Areas should be mapped to Aplos Purposes. Every Impact Area in your Keela account will appear as a field to be mapped in Aplos. Select from your list of Aplos Purposes.
If you would like to exclude transactions from this data sync, you have the option to set exclusion rules. Select Keela transactions of a specific Gift Type, Category, Payment Method, or Impact Area, if you’d like to exclude transactions from any of these groups. Note: In Kind Donations are listed in the exclusion types, but at this time, all In Kind Donations are currently excluded from syncing to Aplos.

Once you have configured your integration settings, you can click Save Draft, to save your settings without starting the data sync. Or, you can click Start Integration, and the data sync will begin on the date you have selected in your sync settings.

Once the integration is live, your online transactions from Keela will automatically sync to the Contributions page and Deposits page in Aplos. Each Keela transaction will appear as a line item with the Transaction Date, Reference ID, Purpose, Deposit Account, Amount, and a Note field with additional details from Keela.

Managing the Integration

If you have administrative permissions in Aplos, you can make adjustments to the Aplos integration at any time.

In Aplos, navigate to Settings > Partners to see the list of your integrations. Under the Keela modal, click Manage Integration. This will bring you to the configuration settings where you can make any changes or disconnect the integration. Any changes made to your integration settings will be immediately applied to all transactions moving forward.

Troubleshooting Integration Errors

If you experience any connection errors or transaction failures, you can troubleshoot or restart the integration. A full list of connection errors can be found here.

To manage failed or pending transactions, go to Organization Settings > Integrations > Aplos > Actions > Resync Transactions. To understand why a transaction failed, click on the transaction where the sync status shows “Failed” to see the reason.

Managing Offline Transactions

Offline transactions in Keela are manually synced into Aplos. Your offline transactions will follow the same mapping settings as your online transactions. The only difference is that they do not automatically sync into Aplos. The only transactions that can be manually synced into Aplos are those that have the Sync Status of Ready, Failed, or Skipped. All other transactions are automatically synced.

To bring your offline transactions into Aplos:

Log into Keela and navigate to Fundraising > Transactions to view your full transactions list.
In the menu above your transactions table, click Filters.
When the Filters page appears, search for Aplos Sync Status and then apply the Ready filter to the “Contains any of” field. This Ready status is only applied to your offline transactions, to let you know about offline transactions that are ready to be synced to Aplos. Note: you can apply additional filters to your offline transactions to select specific categories to sync.
Once your filters have been applied, you can:
1. Manually select which transactions to sync or,
2. Create a bulk sync by clicking the down arrow next to “Contacts” and then selecting “All Pages”
When you’ve selected the offline transactions you’d like to sync to Aplos, click Actions in the menu above your transactions table and click Sync with Aplos.
A popup will ask you to confirm. Click Confirm.

Once you have confirmed, your offline transactions will appear on the Contributions page and Deposits page in Aplos.

Note about Sync Statuses

We’ve made it easy for you to view the status of Keela transactions as it relates to syncing with Aplos. At this time, you can view a transaction’s sync status by clicking into that transaction in Keela or by viewing the Aplos Sync Status column in your Keela transactions list. Status conditions include:

Pending: this transaction is in queue to sync to Aplos.
Processing: this transaction has synced to Aplos and is awaiting confirmation of successful sync.
Synced: this transaction successfully synced to Aplos.
Failed: this transaction failed to sync.
Skipped: this transaction was excluded from the sync.
Ready (offline only): this offline transaction has not yet been synced, but is ready to be manually synced to Aplos if you choose.

When filtering your transactions to view the Aplos Sync Status, please note that if the “Ready” filter is applied, then any additional filters applied will only be relevant to offline transactions. For example, if you have a filter that reads: Aplos Sync Status - Contains any of - “Ready”, “Failed”, and “Skipped”, then you will only see the Failed and Skipped transactions that are offline transactions.