Rev.io Case Study

The challenge

Manual accounting entry was keeping Rev.io in catch-up mode.

Rev.io's invoicing engine collected payment, invoice, customer, accounts receivable, and accounts payable data. But that data still had to be manually rekeyed into QuickBooks Online.

The process was cumbersome, time-consuming, and vulnerable to errors. It also prevented Rev.io from having a clear, up-to-date view of the company.

The business problem was not simply, "Can we move data into QuickBooks?" It was: How do we automate accounting transactions so Rev.io can scale without forcing the accounting team to manually chase every new batch of data?

The workflow looked like this

Generate invoicesRev.io's billing platform created invoices for customers.

Core system

Collect paymentsAccounts receivable and accounts payable activity flowed through the invoicing engine.

Transactional

Rekey data into QuickBooksThe accounting team manually entered billing and payment data into QuickBooks Online.

Manual

Reconcile revenue streamsThe team spent significant time tracking and reconciling activity across systems.

Time-consuming

Understand company statusBy the time data was entered, the next wave of transactions had already arrived.

Outdated

Rev.io did not need the accounting team to work harder inside a manual process. They needed an integration layer that could automate reconciliation, reduce rekeying, and let the accounting team focus on higher-value responsibilities.

Why it mattered

Rev.io needed a current view of the business, not delayed snapshots.

When accounting data depends on manual entry, visibility is always behind. Each update gives the business a transactional understanding of what just happened, but not a real-time view of what is happening now.

For Rev.io, this created operational drag. The accounting team spent most of its time trying to keep up with revenue streams instead of focusing on core responsibilities. As business increased, the manual process became harder to maintain without additional hires.

KEYSYS helped Rev.io replace that cycle with automated data movement between the billing engine and QuickBooks Online.

"When accounting data depends on manual entry, visibility is always behind — and growth creates pressure to add staff just to keep up with the next batch of transactions."

Rev.io Case Study Summary

The solution

Integration Manager connecting Rev.io's invoicing engine to QuickBooks Online

KEYSYS installed Integration Manager, its proprietary cloud-based enterprise platform as a service, to streamline the flow of invoices, payments, and customer data from Rev.io's invoicing engine to QuickBooks Online.

Integration Manager provides simple, efficient integrations between cloud-accessible systems. It allows administrators to set up data workflows and map data types between multiple systems, making it a strong fit for Rev.io's billing and accounting automation needs.

Instead of manually rekeying accounting activity, Rev.io gained an automated reconciliation workflow that connects billing operations to accounting operations.

The technical stack included ASP.NET, .NET Core, AWS, RDS, Lambda, EC2, S3, SQS, and SNS.

Key capabilities

→ Cloud-based integration between Rev.io and QuickBooks Online
→ Automated flow of invoices, payments, and customer data
→ Accounts receivable and accounts payable reconciliation
→ Data workflow configuration and mapping
→ Reduced manual rekeying by the accounting team
→ AWS-hosted integration infrastructure
→ Scalable process that supports business growth without additional accounting hires

How it works now

From manual accounting entry to automated reconciliation

KEYSYS · Rev.io Integration Manager Workflow

Create billing activity

Rev.io's platform creates bills, sends them to customers, and collects payment activity through its invoicing engine.

Map the data

Integration Manager maps data types and workflows between Rev.io's billing platform and QuickBooks Online.

Push to QuickBooks Online

Once billing activity is complete, Integration Manager automatically pushes the billing information into QuickBooks Online.

Reconcile automatically

Accounts payable and accounts receivable reconciliation happens through an automated integration workflow instead of manual rekeying.

What once required constant manual entry now moves through a cloud-based integration layer designed to keep accounting data current as the business grows.

The impact

Rev.io gained real-time visibility and scalable accounting operations

Rev.io can now see an updated, real-time status of the company instead of relying on isolated data snapshots. Integration Manager reduced manual accounting tasks, helping the accounting department focus on core responsibilities while saving time and money. As Rev.io scales, the reconciliation process can remain consistent without requiring additional hires.

Better business visibility

Accounting data reflects a more current status of the company
Leaders can move beyond isolated transactional snapshots

Less manual work

Invoices, payments, and customers flow into QuickBooks Online automatically
The accounting team spends less time rekeying data and chasing revenue streams

Scalable operations

The reconciliation process can support growth without adding headcount
Rev.io can continue scaling without the accounting workflow becoming a bottleneck

Before KEYSYS

Manual rekeying and delayed accounting visibility

Billing, payment, customer, A/R, and A/P data lived in Rev.io's invoicing engine
Accounting data had to be manually entered into QuickBooks Online
The process was cumbersome, time-consuming, and error-prone
The team only had isolated snapshots of company status
Growth created pressure to add accounting staff just to keep up

→

After KEYSYS

Automated accounting integration through Integration Manager

Integration Manager connects Rev.io's invoicing engine to QuickBooks Online
Invoices, payments, and customers flow through automated data workflows
Accounts payable and accounts receivable reconciliation is automated
Rev.io gains a more current view of company status
The accounting process can scale without requiring additional hires

Ready to Automate the Work Between Your Core Systems?

If your team is manually rekeying data between platforms, you may not need more staff or another spreadsheet. You may need an integration layer that connects the systems your business already depends on.

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