Grant tracking that holds up to funder review.
Foundation grants, state grants, federal awards, donor restricted gifts. Grants tracked by funder and program, restricted dollars reconciled, and funder reporting workflows kept visible. We keep your books in the shape funders and auditors expect, whether you have one grant or fifty.
Everything grant compliance should cover. Nothing it shouldn't.
Grant tracking by funder and program
Every grant set up as its own tracked entity in your books. Funder name, period, restrictions, budget, and spend monitored on every monthly close. You always know exactly where each grant stands.
Drawdown and disbursement reconciliation
Whether it is a federal payment system, a state portal, or a foundation wire, drawdowns and disbursements get matched against your GL every month. No surprises at year end about cash differences.
Allowable cost tracking
Restricted gift restrictions, foundation use of funds limits, and federal allowable cost rules baked into your chart of accounts. We flag charges that might fall outside funder scope before they post.
Budget vs actual by grant
Each grant gets its own budget to actual report. We surface burn rate issues, underspend risks, and variance flags so you can adjust before a funder asks why.
Funder reports and grant closeout
Periodic financial reports prepared in the format each funder requires. Final reports at grant end (SF 425 for federal, custom formats for foundations) drafted and reviewed before submission.
Single Audit prep when applicable
Nonprofits crossing $1M in federal awards expended in a year need a Single Audit. When you reach that threshold, we prepare the SEFA, reconcile federal expenditures, and hand a clean package to your independent auditor.
Four steps from onboarding to ongoing.
Catalog your grant portfolio
We walk through every grant you currently hold and every grant you are pursuing. Federal, state, foundation, corporate, restricted donor gifts. We document the budget, period, restrictions, and reporting requirements for each.
Build your grant tracking system
Class tracking, custom fields, or sub accounts in QuickBooks set up to segregate grant spend. Allowable cost rules baked into the chart of accounts. Restricted vs unrestricted clearly separated.
Run monthly grant accounting alongside your books
Every monthly close includes a grant spend reconciliation. Drawdowns matched. Restricted balances confirmed. Variances flagged. Your standard P&L still ships by the 10th, and the grant detail is one click deeper.
Quarterly compliance check
Every quarter we run an internal compliance review. Allowable cost sample testing, restricted balance confirmation, funder reporting deadline preview. By the time a funder or auditor arrives, nothing is a surprise.
Funder reports prepared. Restricted dollars reconciled. Fewer surprises.
Grant compliance has its own rules and its own consequences when documentation is weak. We bring the discipline your funders expect, whether you have one foundation grant or a complex federal portfolio.
Clean separation of bookkeeping and audit
When you need a Single Audit or a funder specific audit, the firm that keeps your books cannot perform that audit. We do the bookkeeping and prep the workpapers, and hand a clean package to your audit firm. Your audit gets cheaper because there is no prep work for them to bill for.
We track the details generalist firms often miss
Restricted vs unrestricted vs temporarily restricted. Allowable vs unallowable costs. Subrecipient vs contractor classification. Match requirements. Indirect cost allocation. These details become much harder to fix when they are not tracked monthly.
From your first grant to your fiftieth
We support nonprofits running their first $50K foundation grant and we support nonprofits managing complex multi funder portfolios with federal awards in the mix. Same compliance discipline, scaled to fit. As you grow, the system grows with you.
Generalist bookkeepers can run your books. Grant compliance needs a different level of documentation. We do both, so your funder relationships and audit handoffs are cleaner.
Savings opportunities vary by vendor spend, contract terms, and current pricing.
See how Profit Discovery worksBuild a cleaner monthly close.
Talk to our team for a 30 minute walkthrough. We'll show you what AI assisted bookkeeping would look like for your business and how we would scope the team behind it.