How it runs for nonprofits, charities and associations
BillingLine answers payer and member questions under your organization's name.
What are outsourced invoicing services?
Outsourced invoicing services mean a remote billing team prepares, checks and sends your customer invoices instead of your office staff doing it between other tasks. The team works inside your accounting or billing software, follows your rate cards and contract terms, and issues credit notes and corrections. You keep control of pricing, approvals and the customer relationship.
What we handle for nonprofits, charities and associations
- Bill government fee-for-service contracts from service logs at contract rates
- Prepare grant reimbursement requests by budget line with expense support
- Invoice membership dues and renewals on the anniversary schedule
- Raise sponsorship and event invoices with benefit descriptions for tax purposes
- Record each invoice to its fund and program with the payer's reference
The KPI that matters here
Grant reimbursement requests submitted within 10 business days of period end and fee-for-service invoices within 5 business days of the service month.
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
Invoicing and billing in other industries
Frequently asked questions
How do you prepare a grant reimbursement request?
We pull expenses coded to the grant for the period, group them by the funder's budget lines, attach the invoices and payroll support the funder requires and prepare the claim in the funder's portal or template. Your finance lead reviews and submits. Because expenses are coded to the grant at posting, the claim is a report, not a search.
Can you invoice a government contract at unit rates?
Yes, unit-rate contracts are billed from your service data export, multiplied by the contract rate, with the unit count and period stated on the invoice. Contract caps are tracked so a claim never exceeds the remaining balance. Rate changes are loaded when the amendment is signed so the next invoice is correct.
How are sponsorship invoices different from donation receipts?
A sponsorship with benefits, such as advertising or event tickets, may be partly a payment for goods or services rather than a gift, which affects the sponsor's deduction and your unrelated business income. We describe the benefits on the invoice and split the amount the way your CPA advises. Pure donations get an acknowledgment, not an invoice.
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