An oversized billing system was creating unnecessary complexity.
North Shelby Library had been using OpenGov and its associated payment portal to generate annual assessment bills and receive payments.
But OpenGov offered far more functionality than the library needed. The billing process was time-consuming, and the online payment experience required several steps. That complexity frustrated property owners, causing some to abandon online payment and instead pay in person or call the library for help.
The business problem was not simply, "Can we generate assessment bills?"
It was: How do we simplify annual assessment billing and payments so staff spend less time managing the process and property owners can pay more easily online?
North Shelby Library did not need a broad government software platform with excess functionality. They needed a focused billing and payment workflow designed around their actual annual assessment process.
A simpler payment process helps both the staff and the community.
When a payment portal is too complex, people do not just experience frustration. They shift work back to the organization.
For North Shelby Library, every abandoned online payment could become a phone call, an in-person visit, or a staff-assisted transaction. That added burden to a team already responsible for generating and managing yearly assessments.
A targeted automation system could reduce staff effort, improve accuracy, and make the payment experience easier for property owners.
A fully automated n8n workflow connecting QuickBooks and Hyfin
KEYSYS built a custom solution using 100% n8n workflows.
The new process bridges accounting and payments by integrating QuickBooks directly with the Hyfin payment portal. This creates a streamlined flow for generating bills, managing assessment data, and supporting online payment.
The project was implemented by Cody Thom, with Lee Daniel serving as tech lead and Andrew Davis serving as project manager.
Instead of forcing North Shelby Library to keep using an oversized system, KEYSYS created a focused automation layer that fit the library's specific billing and payment needs.
- → 100% n8n workflow automation
- → QuickBooks integration for accounting workflows
- → Hyfin payment portal integration
- → Automated assessment billing support
- → Customer portal for transaction history and bill payment
- → Guest payment option for lower-friction online payment
- → Reduced dependency on OpenGov for annual assessment billing
- → Streamlined process for staff and property owners
From complex legacy billing to a focused automated process
The workflow supports annual property value tax assessment billing for business and non-business property owners.
QuickBooks and Hyfin are integrated through n8n so billing and payment information can move more cleanly between systems.
Patrons can view transaction history and pay bills through a streamlined customer portal.
Property owners can pay without creating an account, reducing friction and encouraging online self-service.
What once depended on a complex, oversized system now runs through a focused automation workflow designed around North Shelby Library's actual process.
North Shelby Library simplified billing operations and improved the payment experience
By replacing a complex legacy process with a targeted QuickBooks and Hyfin integration, North Shelby Library transformed annual assessment billing into a more streamlined operation.
The new workflow reduces administrative friction for staff while giving property owners a simpler way to view transaction history and pay bills online.
- The billing process is less dependent on complex manual steps
- Fewer abandoned online payments can reduce phone calls and in-person assistance
- Property owners can use a streamlined customer portal
- Guest payments remove barriers for users who do not want to register
- North Shelby Library no longer relies on an oversized platform for a narrower workflow
- n8n automations connect the systems the library actually needs
- OpenGov offered more functionality than North Shelby Library needed
- The billing process was time-consuming and complex
- The payment portal required several steps
- Some property owners abandoned online payment and contacted staff for help
- Staff had to manage assessment details, fees, balances, and payment support through a cumbersome process
- Custom n8n workflows automate the annual assessment process
- QuickBooks connects directly with the Hyfin payment portal
- Property owners can view transaction history and pay online
- Guest payment support reduces barriers to completion
- Staff have a more focused process built around the library's actual needs