Bookkeeping Services
Focus on your mission while we keep your nonprofit’s finances on track.
OnTrack Bookkeeping offers specialized bookkeeping for nonprofit organizations that takes the stress out of managing your books. We understand the unique challenges charities, foundations, and 501(c)(3) organizations face – from tracking donations and grants to meeting strict reporting requirements. Our experienced team handles all aspects of nonprofit bookkeeping with accuracy and care, so you can confidently focus on your mission knowing your finances are in expert hands.
Our Non-Profit Bookkeeping Services Include
Fund Accounting
We set up and maintain a proper fund accounting system to track your resources by program, project, or fund. This ensures every donation or grant is allocated to the right purpose (restricted or unrestricted) and used exactly as intended, giving you and your donors peace of mind.
Grant Tracking
From recording grant income to monitoring expenditures, we handle the grant tracking process end-to-end. Our team will help you stay in compliance with grant requirements by providing detailed reports on how funds are spent, making it easier to satisfy grantors and secure future funding.
Board-Ready Reporting
Get clear, board-ready financial reports that your leadership team can easily understand. We prepare comprehensive monthly and quarterly financial statements (Statement of Financial Position, Statement of Activities, budget vs. actual, etc.) tailored for nonprofits – perfect for board meetings, donor updates, and annual reports.
501(c)(3) Compliance
We ensure your bookkeeping aligns with all IRS and regulatory requirements for 501(c)(3) nonprofits. By keeping meticulous records and categorizing transactions correctly, we make your Form 990 preparation straightforward and help you maintain your tax-exempt status with confidence.
Clean Financial Statements
Accuracy is our priority. We reconcile all accounts and double-check entries so that your nonprofit’s financial statements are clean and audit-ready. With organized books and supporting documentation, annual audits (or financial reviews) become smoother and any stakeholder can trust the financial data we provide.
Why Choose OnTrack for Nonprofit Bookkeeping
OnTrack Bookkeeping is a trusted partner for nonprofits because we offer more than basic bookkeeping – we provide peace of mind. Here are a few reasons organizations turn to us for nonprofit accounting support:
Deep Nonprofit Expertise
Our team has extensive experience with nonprofit accounting and bookkeeping. We understand the nuances of charitable organizations, from tracking restricted funds and endowments to managing funder reporting. You get a bookkeeping partner who speaks your language and knows exactly what your 501(c)(3) needs to thrive.
Accuracy & Compliance Focus
When it comes to finances, details matter. OnTrack maintains strict accuracy in all entries and follows nonprofit GAAP standards, ensuring your records are always compliant. We stay up-to-date on IRS regulations and 990 filing requirements, so you’ll never have to worry about compliance issues or messy books.
Clear Communication & Reporting
We believe in total transparency. Our bookkeepers provide transparent, easy-to-understand reports and are always available to answer your questions. You’ll have a clear view of your organization’s financial health at all times – no confusing jargon, just actionable insights that help you make informed decisions.
QuickBooks ProAdvisor Support
As certified QuickBooks ProAdvisors, we’re experts in implementing and optimizing QuickBooks (and other accounting software) for nonprofits. Whether you’re using QuickBooks Nonprofit Edition or another system, we’ll tailor it to fit your organization – from setting up a customized Chart of Accounts to automating donation tracking and report generation – ensuring efficiency and accuracy.
Personalized & Cost-Effective Service
We know nonprofit budgets can be tight. Our services are scalable and affordable, designed to give you maximum value. Whether you need full-service outsourced bookkeeping or just monthly oversight to support your in-house staff, we customize our approach to suit your needs. You get top-notch nonprofit bookkeeping expertise at a fraction of the cost of a full-time bookkeeper, saving you both time and money.
Common Questions
How is nonprofit bookkeeping different from regular bookkeeping?
Nonprofit bookkeeping involves fund accounting, which means tracking income and expenses by specific funds or programs rather than just by overall profit and loss. Unlike for-profit businesses, nonprofits must separate restricted funds (like grants or donations for a specific purpose) from general operating funds. There are also specialized reports and compliance requirements (e.g. reporting to a Board of Directors and preparing Form 990) that make nonprofit bookkeeping unique. OnTrack’s familiarity with these nonprofit-specific needs ensures nothing falls through the cracks.
Will OnTrack help us prepare for audits or tax filings like Form 990?
Yes. Part of our service is keeping your accounts audit-ready at all times. We organize documentation and reconcile accounts so that an audit or financial review is a smooth process. While we are not a tax preparer, we work closely with your CPA or auditor by providing all the detailed bookkeeping records they need to file your Form 990 accurately and on time. In short, we handle the day-to-day compliance and record-keeping, making year-end audits and filings far easier for your nonprofit.
Our nonprofit has a volunteer handling the books. Why consider outsourcing?
Volunteers and board members often juggle bookkeeping on top of other duties, which can lead to overwhelm or errors – especially if they aren’t trained in nonprofit accounting. By outsourcing your nonprofit’s bookkeeping to OnTrack, you get dedicated experts ensuring everything is done correctly and on schedule. This not only reduces the risk of mistakes but also frees up your staff and volunteers to focus on fundraising, programs, and serving your cause. Plus, outsourcing can be very cost-effective: you pay for professional service only as needed, avoiding the expense of a full-time bookkeeper while still gaining high-quality expertise.
Client Highlight
"OnTrack Bookkeeping has been a game-changer for our charity. They helped us implement a true fund accounting system and took the mystery out of our finances. Now our grant funds and donations are tracked down to the penny, and the board-ready financial reports they prepare each month have impressed our directors. We even sailed through our last audit thanks to the clean books maintained by OnTrack. I can’t imagine managing our nonprofit’s finances without their support!"
– Emily R., Executive Director, Sunshine Community Center
Ready to Simplify Your Nonprofit’s Finances?
You don’t have to navigate nonprofit bookkeeping alone. Let OnTrack Bookkeeping’s experts support your organization’s financial needs, so you can devote your energy to making a difference. Get in touch with us today to schedule a free consultation and see how our nonprofit bookkeeping services can keep your mission moving forward with confidence.