Key Takeaways
- Accountably delivers white‑label nonprofit accounting outsourcing for CPA firms, EAs, and accounting practices that want scale without hiring risk.
- You get GAAP financials by fund and program, monthly reconciliations, grant and restriction tracking, and audit‑ready workpapers that reduce fieldwork time.
- We support IRS compliance across Form 990 and related filings, and we run SOC 2 certified processes to protect client data and your reputation.
- Our teams integrate with QuickBooks Online, donor CRMs, and payroll systems like Gusto, with clear close timelines and variance reporting your partners can trust.
- Tiered service options start around $750 per month for smaller nonprofit engagements, and you can add fractional CFO support as client needs grow.
Why Partner With Accountably for Nonprofit Clients
When your nonprofit portfolio expands, capacity and consistency become the bottleneck. Accountably solves that with vetted offshore professionals who work as an extension of your firm. We follow your review process, supply reconciliations and schedules that match your templates, and keep your name on the deliverables. You get predictable turnaround, documented controls, and a transparent workflow that stands up to auditor questions.
What this means for you:
- Fewer last‑minute scrambles because reconciliations, schedules, and support tie back to statements every month.
- Stronger compliance because we track restrictions, grant codes, and functional expenses as the transactions occur, not at year end.
- Happier partners because they can spend time advising clients instead of cleaning data.
- Better margins because you can take on more nonprofit work without adding fixed overhead.
Service Highlights, Tailored to Nonprofits
- Monthly bank and credit card reconciliations, including proof that GL ties to every statement.
- GAAP financials by fund and program, with budget‑to‑actuals and variance commentary.
- Donor‑restricted and unrestricted net asset tracking, grant subledgers, and simple schedules the board can read.
- Form 990 preparation support and audit‑ready workpapers that include roll‑forwards, trial balance tie‑outs, and document indexing.
- Property tax filings and payroll tax filings where applicable to the nonprofit’s activities.
- Accounts receivable and accounts payable aging with exception notes for clean board reporting.
- Fixed asset register and depreciation, pledge and deferred revenue schedules, and document retention aligned to your policy.
- Fractional CFO support for forecasting, cash runway, KPIs, and board reporting, available when your clients are ready.
- White‑label delivery so all reporting carries your firm’s brand and your review notes.
How We Fit Into Your Firm’s Workflow
We plug into QuickBooks Online for most nonprofit clients, configure a nonprofit chart of accounts, and set up fund and class tracking so restrictions are visible in every report. For clients with more complex needs, we support additional tools and data capture. Our deliverables arrive on a predictable cadence. Your team reviews, we address notes, and the package is ready for the client’s board or auditor. Because our processes are documented and SOC 2 certified, you get traceability for every step, from data intake to final report.
Monthly Close, Reporting, and Year‑End, Done Right
A reliable close is the best insurance policy for audit season. We start by reconciling every cash and card account to the general ledger, then we allocate each transaction to the correct fund, program, and grant code with supporting documentation. That discipline flows into clean financial statements and board materials that your partners can present with confidence.
Monthly Close Deliverables
- Reconcile all bank and credit card accounts within your agreed timeline.
- Allocate deposits and disbursements to funds, programs, and grant codes with attachments.
- Record payroll, reconcile liabilities, and post benefits and taxes.
- Maintain AR and AP aging with notes on collections, vendor holds, and approvals.
- Update fixed assets and depreciation, pledges, prepaid balances, and deferred revenue.
- Prepare financial statements, budget‑to‑actuals, and a concise variance summary your partners can share with the board.
Year‑End and Audit Readiness
- Form 990 support, including schedules built from reconciled ledgers, functional expenses, and donor restriction activity.
- Complete audit‑ready package, including GL detail, bank reconciliations, lead schedules, roll‑forwards, and trial balance mapping.
- Coordination with your audit team for PBC lists, sample pulls, and follow‑ups to reduce fieldwork time.
- If your client has related entities, we can assist with 1040, 1065, 1120, or 1120‑S filings to keep the full picture in one place.
Compliance and Controls You Can Stand Behind
Nonprofits rely on trust. We protect that trust with a control framework you can show to any auditor or board member. Accountably operates with IRS compliance, GAAP standards for nonprofit reporting, cash basis support when appropriate, and SOC 2 certified processes for security. We document segregation of duties and use compensating controls when client size limits staffing.
Clean reconciliations, clear ownership, and traceable approvals are the fastest way to lower audit fees and keep boards confident.
Internal Control Framework, At a Glance
- Segregation of duties for authorization, recording, and custody.
- Documented review checklists, with reviewer sign‑off on reconciliations and financial statements.
- Centralized document retention, organized by month and account, with access controls.
- Prepared schedules that tie to the trial balance and statements, with cross‑references for quick testing.
- Board‑ready reporting that highlights restricted activity, program spending, and cash runway.
Controls to Outcomes Table
Control Area | What We Do | Outcome for Your Firm |
Reconciliations | Tie every bank and card account to GL and statements, track outstanding items | Faster reviews, fewer audit adjustments |
Fund and Grant Tracking | Code restrictions and grants on entry, maintain subledgers | Accurate 990 and board reporting |
Review and Sign‑off | Use checklists, variance notes, and reviewer approval | Traceability that satisfies auditors |
Security and Access | SOC 2 certified processes, permissioned tools | Protected client data and reduced risk |
Documentation | Organized PBC and workpapers by period and account | Shorter fieldwork, lower audit costs |
What Your Partners See
Your partners and managers care about clarity and time. We keep both front and center. Every month they receive a complete package with reconciliations, financials, aging, and variances. Questions are answered in the workpapers so review time drops. When it is time to present to the board, the numbers tie to statements, and the story is simple to tell. When the auditor arrives, the sample pulls are already supported, which means less time in the field and more time advising clients.
Technology Stack That Fits Your Clients
Most nonprofit clients thrive on QuickBooks Online, so we configure a nonprofit chart of accounts, enable class and fund tracking, and connect secure bank feeds. We integrate donor CRMs like Bloomerang or DonorPerfect to bring gift data in cleanly. For payroll, we work with systems like Gusto or your preferred platform. If a client needs more scale, we can support a move to Sage Intacct with multi‑entity and deeper reporting. Our goal is simple, use the tools your firm prefers and keep every workflow documented and repeatable.
Typical Nonprofit Stack
- Accounting, QuickBooks Online with a nonprofit chart and class or fund tracking
- Donor CRM, Bloomerang or DonorPerfect with mapped import rules
- Payroll, Gusto or your standard provider with liability reconciliation
- Storage, permissioned folders for month‑by‑month support, ready for audits
- Dashboards, lightweight KPI views for cash runway, program margin, and budget utilization
Engagement Models and Pricing
Accountably offers tiered options so you can match service to client complexity. Pricing varies by transaction volume, number of accounts, fund and grant complexity, and reporting cadence. For smaller nonprofit engagements, white‑label bookkeeping and accounting typically start around $750 per month, then scale as needs expand. Advisory support, tax, and audit preparation can be added as needed, so you keep one partner while your client grows.
Sample Service Tiers
Tier | Best For | Core Inclusions | Typical Add‑ons |
Core Bookkeeping | Small nonprofits with simple funds | Bank and card reconciliations, monthly financials by fund, AR/AP aging, variance notes | 990 support, donor CRM import setup |
Growth | Grants, multiple programs, deeper reporting | Core plus grant subledgers, donor restriction schedules, fixed assets, board packet support | Audit‑ready workpapers, cash forecast |
Advisory | Complex programs or rapid growth | Growth plus fractional CFO sessions, KPI dashboards, budget build and reviews | Tech migrations, special projects |
Notes, Pricing and scope are finalized after a quick discovery call and review of recent statements, because complexity varies widely in the nonprofit sector.
Onboarding and Go‑Live
We keep onboarding clean so your team is never left guessing. It starts with a short intake to confirm entity details, fiscal year, software, users, bank connections, and deadlines. Then we align on scope, deliverables, and review cadence. In the first month we complete historical checks, verify opening balances, and deliver the first full close. Most clients are fully stabilized within 4 to 8 weeks, depending on prior records and access.
Intake Essentials
- Legal name, EIN, incorporation status, mission, and key contacts
- Accounting platform, bank and payment processors, and permissioned access
- Fiscal year, audit and 990 timelines, grant deadlines, and board calendar
- Current chart of accounts, funds, programs, and reporting examples
30 to 60 Day Timeline
- Week 1 to 2, access, intake, chart review, and bank feed setup.
- Week 2 to 4, historical tie‑outs, first reconciliations, and draft financials.
- Week 4 to 8, finalize opening balances, deliver the first complete close, and confirm the ongoing cadence.
Throughout onboarding, your reviewer receives organized workpapers and a single point of contact who answers questions quickly. That rhythm continues after go‑live so reviews are predictable and easy to delegate.
Frequently Asked Questions
How does the white‑label model work with our firm?
We work under your brand, follow your review steps, and deliver reconciliations, schedules, and reports in your templates. Your firm presents the final package to the client, and we stay behind the scenes unless you invite us to join a call.
What does nonprofit accounting outsourcing cost for a typical engagement?
Smaller nonprofit clients usually start around $750 per month for monthly bookkeeping and reporting. Pricing increases with account volume, number of funds and grants, payroll complexity, and the need for 990 preparation, audit‑ready workpapers, or fractional CFO support.
Do you follow IRS and GAAP requirements for nonprofit reporting?
Yes. We operate with IRS compliance and GAAP standards for nonprofits, including proper tracking of donor‑restricted and unrestricted activity. We support cash basis where appropriate and prepare audit‑ready workpapers that tie back to statements.
How do you protect client data and our firm’s reputation?
Our workflows run on SOC 2 certified processes with documented access controls, review steps, and retention policies. We restrict permissions, keep evidence attached to entries, and provide a clear trail from transaction to report.
Can you support audits and the preparation for Form 990?
Yes. We prepare workpapers, roll‑forwards, and schedules that map to the trial balance and statements. For 990, we build from reconciled ledgers and functional expense allocations so your team can file on time with fewer revisions.
Do you handle related entities and other filings if a client has them?
We can support related filings across 1040, 1065, 1120, and 1120‑S where needed, along with property tax and payroll tax filings. This keeps the picture complete for your partners without managing multiple vendors.
Ready To Serve Your Nonprofit Clients
Accountably helps you scale nonprofit work with confidence. You keep strategy and client relationships, we supply the trained team and the processes that make every month end predictable. If you want cleaner books, fewer audit adjustments, and more time for advisory, we are ready to help.
- Book a discovery call to review one client and see a sample close package.
- Request a proposal with scope, timelines, and a clear onboarding plan.
When your nonprofit clients need accuracy, compliance, and clarity, Accountably delivers the back office that protects donor trust and your brand.
Accountably partners with CPA firms, EAs, and accounting practices across the U.S., and our offshore professionals integrate seamlessly into your practice. From monthly reconciliations and fund accounting to Form 990 support and audit‑ready workpapers, you get a dependable engine behind your firm’s nonprofit services, built on IRS compliance, GAAP standards, cash basis support when appropriate, and SOC 2 certified processes.
