How it runs for nonprofits, charities and associations
We connect Stripe, PayPal, your donor CRM, Bill.com and Gusto with documented mappings, load grant budgets and migrate opening fund balances with a reconciliation your auditor can follow.
What is accounting software setup and migration?
Accounting software setup is the configuration of a new ledger: chart of accounts, tax codes, bank feeds, items, users and apps. Migration is moving existing books from another platform or spreadsheet into that ledger so history, open items and balances carry across. Both end with a file that agrees to the old records and is ready for live posting.
What we handle for nonprofits, charities and associations
- Design a chart of accounts aligned to Form 990 or Charities SORP headings
- Set up classes or tracking categories for programs, functional categories and funds
- Create a customer or project per grant with the award budget loaded
- Connect Stripe, PayPal, the donor CRM, Bill.com and Gusto with mappings documented
- Migrate opening fund balances with a reconciliation to the prior year-end
The KPI that matters here
New file live with opening fund balances reconciled to the prior year-end statements within 3 weeks of kickoff.
Nonprofits compliance notes
IRS Form 990 data (US)
Tax-exempt organizations file Form 990, 990-EZ or 990-N depending on gross receipts and assets, by the 15th day of the fifth month after year-end. We prepare the underlying data: revenue by source, functional expenses by program, management and fundraising, net assets by restriction, and officer compensation schedules. Your CPA reviews and files the return; we provide preparation support only.
Restricted versus unrestricted funds
Under ASU 2016-14, net assets are presented with donor restrictions and without donor restrictions, and restrictions are released when the purpose or time condition is met. We track each restricted gift and grant from receipt to release in the ledger, so the statement of activities and the notes show releases with support rather than estimates.
Charity Commission (England and Wales)
Registered charities with income over £25,000 must file an annual return and accounts within 10 months of the financial year-end, and those above the audit threshold need an independent examination or audit. We keep the books to Charities SORP categories where the charity reports on an accruals basis, and assemble the figures for the trustees' annual report. The trustees and their examiner or auditor remain responsible for the filing.
ACNC (Australia)
Charities registered with the Australian Charities and Not-for-profits Commission lodge an Annual Information Statement within six months of year-end, with financial reporting obligations that rise with size. We prepare the financial figures and, where the charity is registered for GST, the BAS workpapers for your TPB-registered BAS agent or accountant. We do not lodge the statement or the BAS.
Nonprofits software we work in
- QuickBooks Online
- Xero
- Sage Intacct
- Bill.com
- Stripe
- PayPal
- Gusto
- Bloomerang
- DonorPerfect
- Neon CRM
- All 50 platforms
More for nonprofits, charities and associations
Other services for nonprofits
Software setup and migration in other industries
Frequently asked questions
Is QuickBooks Online good enough for fund accounting?
For most small and mid-sized nonprofits, yes, when classes, projects and net asset accounts are set up deliberately. Organizations with many grants, multiple entities or complex allocations may outgrow it and move to Sage Intacct, which we also set up. We recommend based on your grant count and reporting needs on the discovery call rather than defaulting to either.
How do you set up grants so reports come out by funder?
Each grant becomes a customer or project in QuickBooks Online, or a tracking category option in Xero, with its budget lines mapped to your accounts. Expenses coded to the grant at posting roll up into a budget-to-actual report by funder. Award periods, caps and reporting dates are recorded so the reports and claims follow the funder's calendar.
Can you connect our donor CRM to the accounting file?
Bloomerang, DonorPerfect, Neon and similar CRMs can post gift batches to QuickBooks Online or Xero, and we configure the mapping so each batch lands in the right fund and revenue account. Where a direct connection is not available, we import batches on a schedule. Either way the CRM stays the donor record and the ledger stays the accounting record.
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