What we handle

The full nonprofit ledger, not just the easy parts

Categorizing transactions is the visible tenth of nonprofit bookkeeping. The rest — restrictions, releases, grant balances, pledges, functional expenses, the audit trail — is where organizations get into trouble. Here is what our service covers, in the same terms your auditor will use.

Fund accounting & restrictions

Every donor-restricted dollar lives in a named fund on the ledger — not in a side spreadsheet. Funds carry their restriction type (unrestricted, temporarily restricted, or permanently restricted), the donor designation, and the stated purpose, so “how much of our cash is actually ours to spend?” has an answer at any moment.

Releases are tracked by condition. A time-restricted gift releases when its date arrives; a use-restricted gift releases as you spend on the restricted purpose; event-based restrictions release when you tell us the condition is met. Each release is a real ledger transaction moving money from “with restrictions” to “without restrictions” — visible on your statement of activities, defensible in an audit.

Program tracking runs alongside: every expense can carry a program class, which is what makes a per-program P&L and the functional expense statement possible without year-end archaeology.

Fund balances — example
  • General operating
    Unrestricted
    $164,209
    Unrestricted
  • Youth program grant
    Westbrook Community Fund · use-restricted
    $41,300
    Restricted
  • Building reserve
    Board-designated
    $85,000
    Unrestricted
  • Endowment
    Permanently restricted
    $250,000
    Restricted

Grants

Each grant is tracked against its own fund: the award amount, what’s been received, what’s been spent on the grant’s purpose, and what remains. When a funder asks “how did you spend our money?”, the answer is a report filtered to their grant — every transaction, with receipts attached.

Deadlines and reporting dates live on the grant record, so spend-down pacing shows up in your monthly package before it becomes a problem — not after the period has closed.

Donors & pledges

Multi-year pledges are recorded with their payment schedules, and incoming deposits are applied against them — so you can see who is current, who is behind, and what’s still expected this fiscal year.

Donor giving history rolls up from the ledger itself, which means your development conversations and your financial statements never disagree about what a donor actually gave.

The report library

Every report below is generated straight from your ledger — no exports, no reformatting. The ones your board and your Form 990 preparer need most are marked. All of them can be published to your portal as locked snapshots.

Financial statements

What you own, earn, and where money moves.

  • Statement of activitiesBoard
  • Balance sheetBoard
  • Statement of cash flows
  • Changes in net assets
  • Functional expensesForm 990
  • Income statement by period

Funds, programs & planning

Restriction and program views of the same ledger.

  • Fund P&L
  • Class / program P&L
  • Budget vs. actualBoard
  • Trial balance

Detail, contacts & audit

Line-level support for auditors and funders.

  • General ledger
  • Transaction detail by account
  • Aged receivables / payables
  • Donor revenue rollup
  • Vendor spending
  • Reconciliation detailAudit
  • Audit logAudit

Built to be audited

Everything about the service assumes someone will check the work — because someone will. Closed periods are locked; corrections happen through documented correcting entries, never silent edits. Completed reconciliations freeze the transactions inside them. Expenses over $250 require an attached receipt before the month can close.

The audit log records who changed what and when, across every ledger-relevant action — ours and yours. When your auditor asks for support, we hand over the general ledger, reconciliation detail, and attachments from the same system that produced your statements.

  • Locked periods
    Approved months can't be edited. Corrections are new, documented entries.
  • Frozen reconciliations
    Completing a reconciliation locks every transaction inside it.
  • Receipt thresholds
    Expenses over $250 need an attached receipt before the month closes.
  • Complete change history
    Every ledger-relevant action is logged with who, what, and when.

Not sure what your books need?

Tell us about your funding mix on a call and we'll map it to the structures above — funds, classes, grants — before you commit to anything.

Book a call