13,000+historical payments migrated in six weeks, with every balance reconciled to the peso.
We replaced 18 years of Excel and WhatsApp with a student portal: receipts read with AI, renewals, bank reconciliation and donor reports. 13,000+ payments migrated, with every balance reconciled to the peso.
- Client
- Fundación Ventanas
- Industry
- Education and social organizations
- Country
- Colombia
- Services
- Custom software · Documents and filings · AI agents
- Scope
- Student portal, payments, reconciliation and donor reports
- Build
- Six weeks
Payments
13,000+
historical payments migrated
Students
441
students, every balance reconciled to the peso
History
≈ COP 3.4B
in payments since 2010
Time
6 weeks
to production
Fig. 01 — The student portal
01The client
An education foundation, its students and its donors.
Fundación Ventanas works in education in Colombia. Its operation revolves around its students, their payments and renewals, and the reports its donors receive.
02The challenge
18 years of operations in Excel and WhatsApp.
Payments, receipts, renewals and balances were scattered across spreadsheets and chats. Reconciling with the bank and preparing donor reports was manual work.
Before
18 years
of payments and renewals in Excel and WhatsApp
03What we built
How the process connects.
Students, payments, receipts, accounts and reports, each with its own rules and connected to the rest.
Tap each piece to see what we built there.
WhatsApp · WhatsApp agent
WhatsApp agent
A WhatsApp agent answers students on the channel they already used.
Agent for students
With AITap each piece to see what we built there.
A WhatsApp agent answers students on the channel they already used.
Agent for students
With AIEvery student has an account in the portal, with their history of payments and renewals.
441 students with their history
AutomaticRenewals are done and tracked in the portal, not in spreadsheets.
Renewals in the portal
AutomaticDonor reports come out of the same data, with no one assembling them by hand.
Reports from the portal
AutomaticAI reads every payment receipt and pulls out the amount and the date.
Receipts read with AI
With AIMore than 13,000 historical payments migrated from Excel, with every balance reconciled to the peso.
≈ COP 3.4 billion since 2010
AutomaticEvery payment is reconciled against the bank statement.
Bank reconciliation
AutomaticAnything that doesn't match isn't assigned automatically: a person at the foundation decides.
A person decides what doesn't match
A person approves
Fig. 02 — Map of the foundation's payment process
Five systems in production
- 01
Student portal
Each student's account, payments and renewals in one place.
441 students
- 02
Receipt reading
AI reads payment receipts and pulls out the amount and the date.
With AI
- 03
Bank reconciliation
Matches every payment against the bank statement.
To the peso
- 04
Donor reports
Built from the same portal data.
No manual assembly
- 05
WhatsApp agent
Answers students on WhatsApp.
WhatsApp
04How it works
One payment, from receipt to report.
AI reads the receipts. Rules reconcile. A person decides what doesn't match.
- 01ReadingAI reads the payment receipt and pulls out the amount and the date.With AI
- 02RecordingThe payment lands in the student's account, next to their history.Automatic
- 03ReconciliationThe system reconciles the payment against the bank statement.Automatic
- 04ReviewIf something doesn't match, the payment isn't assigned automatically: a person at the foundation decides.A person approves
- 05SupportThe WhatsApp agent answers students.With AI
- 06ReportDonor reports come out of the same data.Automatic
05Results
Every balance reconciled to the peso, in six weeks.
Payments
13,000+
historical payments migrated
History
≈ COP 3.4B
in payments since 2010, every balance reconciled to the peso
Time
6 weeks
from build to production
Before
18 years of payments, receipts and renewals scattered across Excel and WhatsApp.
After
A portal where every receipt is read, every payment is reconciled and donor reports come from the same data.
06Time and team
The portal went into production in six weeks, with more than 13,000 historical payments migrated.
07Technology
- AI receipt reading
- Bank reconciliation
Does your company have a process like this?
Tell us how it runs today. The first conversation is free.