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Case Study

AUTOMATING ADVISOR PAYOUTS AT SCALE

How Luhhu helped AcceptMed automate payments and scale - using Zapier, Integromat, Acuity Scheduling and Airtable.

The Challenge

At the end of each month, the medical school application consultants at AcceptMed were left manually going through lists of customers, determining what payments were owed and where they were to be directed, a process that was as time-consuming and error-prone.

The Outcome

After working with Luhhu, AcceptMed have now fully automated a payouts solution that is accurate, time-saving, and scalable. 

The Story

AcceptMed works with medical students to give them the best chances at securing a place at MedSchool. They do this by pairing students with advisors - experienced Harvard professionals - offering advice on admissions, exams, and career options. 

To realize their mission of providing a total bespoke service to each applicant, AcceptMed manually pairs clients with experienced advisors, offering a flexible solution that gets the best results based on each clients' unique needs. Advisors work on a contract basis, getting paid per the work they do with clients.

While this provides the best service to AcceptMed's clients, it poses a challenge: If each client is receiving unique, individual tutoring, potentially from multiple advisors, then a system to make sure those advisors get paid correctly was difficult to implement. 

This resulted in AcceptMed using multiple services, which were then manually reviewed at the end of each month, determining where money was going, when, and to who — a complicated process that led to mistakes and lost time.


How Luhhu Helped

Luhhu tackled the issue the same way we approach everything - by going over the problem with AcceptMed and seeing how the tools they were already using could be better implemented. 

This led to a fully-automated, three-step approach.

Step 1: Collate All Client-Advisor Meetings Each Month

Through Airtable and Acuity Scheduling, two services that simplify the pairing and tracking of students' time with AcceptMed's advisors, we were able to get an accurate picture of which advisors each client had worked with, how many times, and consequently, how much they needed to be paid. Most importantly, we were also able to track when appointments had been cancelled or re-scheduled with different advisors.

Step 2: Adding It Up In Xero

From there, we brought in Xero, a low-cost accounting solution that has a robust Integromat integration. All of the data that is pulled from Airtable and moved into Xero, where it's stored as series of journal entries, reflecting what each advisor needs to be paid.

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Step 3: Making the payouts

Finally, the payout data needs to be converted to a specifically formatted CSV file so it can be uploaded to PayPal. Zapier builds the CSV automatically in Airtable, and then exports a CSV version and emails it to an an AcceptMed manager. All without anyone lifting a finger.

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The Result

After implementing the new process created by Luhhu, AcceptMed was able to save valuable time each week and reduce invoicing errors. This allowed them to keep providing a service that's as flexible as it is efficient. 

“The impact has been immense… Luhhu has helped automate and streamline processes that usually would be 'rote' tasks that needed to be done. By automating this, I'm able to save time to focus on the pieces of the business that truly matter!”

The smooth-running, automated process is just one of the many creative approaches Luhhu takes to traditional business challenges. By incorporating the latest tech and affordable, scalable services, companies like AcceptMed can continue to grow without sacrificing quality or accuracy.



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