How it runs for nonprofits, charities and associations
Your authorized signers release every payment; we never move money. Vendor files hold W-9s, and every grant-charged invoice carries the support a single audit or funder review will ask for.
What is accounts payable outsourcing?
Accounts payable outsourcing means a remote specialist runs the process from vendor invoice to approved payment run: capturing bills, coding them to the ledger, matching them to purchase orders and receipts, chasing approvals and preparing payments for release. The business keeps control of the bank account and the final release. The provider works in the company's own software.
What we handle for nonprofits, charities and associations
- Capture bills through Bill.com, Dext or a shared inbox with approval routing
- Code each bill to fund, grant, program and functional category
- Check grant-charged costs against the budget line and allowability rules you set
- Apply the board-approved approval matrix before any payment run
- Prepare payment runs for your authorized signers to release
The KPI that matters here
100% of bills coded and approved within 5 business days of receipt with every grant-charged invoice carrying budget line and support.
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
Frequently asked questions
How do you make sure a cost is allowable before it is charged to a grant?
We apply the allowability checklist you and the grant manager set up from the award terms, such as excluded cost types, budget line caps and prior-approval items. Bills that fail a check are routed to the grant manager rather than coded. The final judgment on allowability is yours; our job is to make sure nothing is charged without that check.
Can you split one invoice across several grants?
Yes, a shared cost such as rent, insurance or a software subscription is split by the documented allocation basis, with each portion coded to its grant and functional category. The split is recorded on the bill so a funder can see how their share was calculated. The allocation basis is reviewed annually with your auditor.
Who approves payments in your process?
Your organization does, according to the approval matrix the board adopted. We route bills to the right approver in Bill.com or by email, assemble the payment run and hand it to your authorized signers for release. We never hold signing authority or initiate a transfer, which keeps segregation of duties intact for the auditor.
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