If you’re involved in running a nonprofit organization, you understand the importance of maintaining accurate financial records. Effective bookkeeping is crucial for legal compliance and transparent reporting, informed decision-making, and fostering trust among donors and stakeholders. In this detailed guide, we will walk you through the fundamental principles of nonprofit bookkeeping, from setting up a chart of accounts to tracking donations, managing expenses, and preparing financial statements.   

Whether you’re a nonprofit founder, board member, volunteer, or simply interested in understanding the financial operations of nonprofits, this guide will provide you with the essential knowledge and tools to navigate the world of nonprofit bookkeeping with confidence.   

Let’s get started!  

What is bookkeeping for nonprofits?  

Bookkeeping for nonprofits refers to recording, organizing, and maintaining financial transactions and records for nonprofit organizations. Like any other organization, nonprofits need to accurately track their income, expenses, assets, and liabilities to ensure financial transparency, meet legal requirements, and make informed decisions.  

What are some key aspects of bookkeeping for nonprofits?   

Here are some key aspects of bookkeeping for nonprofits:  

1. Recordkeeping

Nonprofits must maintain detailed records of financial transactions, including donations, grants, expenses, payroll, and other revenue sources. These records provide a clear audit trail and help generate accurate financial statements.   

2. Chart of Accounts

Nonprofits use a chart of accounts, a categorized list of all the accounts used to classify financial transactions. It includes cash, accounts receivable, accounts payable, donations, program expenses, administrative expenses, etc. Each account is assigned a unique code for easy identification.   

3. Double-Entry System

Nonprofits typically use a double-entry bookkeeping system, where every transaction affects at least two accounts. This system ensures that debits and credits are balanced and accurately represent the organization’s financial position.  

4. Financial Statements

Nonprofits prepare financial statements, including financial position (balance sheet), statement of activities (income statement), and statement of cash flows. These statements provide a snapshot of the organization’s financial health and performance.  

5. Fund Accounting

Many nonprofits use fund accounting to track and report financial activities separately for different funds or programs. This allows better monitoring of funds allocated and spent for specific purposes.  

6. Compliance and Reporting

Nonprofits must comply with legal and regulatory requirements, such as filing annual tax returns and financial reports with government authorities and meeting reporting obligations for grants and funding sources. Accurate bookkeeping facilitates these processes.  

7. Donor Management

Nonprofits rely on donations and grants from individuals, corporations, and other sources. Effective bookkeeping helps track and acknowledge donations, maintain donor records, and generate reports to demonstrate accountability and transparency to donors.  

8. Budgeting and Planning

Bookkeeping data is crucial for budgeting and financial planning. It helps nonprofits analyze past financial performance, project future income, and expenses, and make informed decisions regarding program activities, fundraising efforts, and resource allocation.  

What are some of the best practices of nonprofit accounting?  

Nonprofit organizations are subject to specific accounting practices and regulations to ensure transparency and accountability in their financial management. Here are some best practices for nonprofit accounting: 

1. Compliance with Accounting Standards

Nonprofits should adhere to Generally Accepted Accounting Principles (GAAP) or the Financial Reporting Standards (FRS) specific to their country. These standards provide guidelines for financial reporting, including the presentation of financial statements and the recognition of revenue and expenses. 

2. Segregation of Duties

Separating financial duties among multiple individuals is crucial to prevent fraud or errors. Key roles in the accounting process, such as recording transactions, approving payments, and reconciling accounts, should be assigned to different staff members.  

3. Accurate and Timely Recordkeeping

Nonprofits should maintain complete and accurate financial records, including receipts, invoices, bank statements, and other supporting documents. These records should be organized systematically and easily accessible for audit and reporting purposes.  

4. Fund Accounting

Nonprofits often have multiple funds designated for different purposes, such as restricted, endowment, or program-specific funds. Implementing a fund accounting system helps track income and expenses for each fund separately, ensuring compliance with donor restrictions and facilitating accurate financial reporting. 

5. Revenue Recognition

Nonprofits must properly account for different revenue sources, including donations, grants, program service fees, and investment income. Revenue should be recognized by the revenue recognition principles outlined in GAAP or FRS.  

6. Expense Allocation

Expenses should be allocated correctly to the appropriate programs, administration, and fundraising categories. Nonprofits should establish clear policies for expense allocation, ensuring that costs are allocated based on a reasonable and consistent methodology.  

7. Financial Controls and Internal Audits

Implementing robust financial controls and conducting internal audits helps identify and mitigate potential risks, errors, or fraud. Internal controls may include segregation of duties, regular bank reconciliations, and review processes for financial transactions.  

8. Transparency and Accountability

Nonprofits should provide transparency to stakeholders by publishing their financial statements, annual reports, and audited financial statements on their websites or other accessible platforms. Open communication regarding financial information builds trust among donors, beneficiaries, and the public.  

9. Budgeting and Financial Planning

Developing an annual budget and long-term financial plans is essential for nonprofit organizations. Budgets should align with the organization’s strategic goals and provide the following: 

– A framework for monitoring financial performance. 

– Comparing actual results with projections. 

– Making informed decisions. 

10. External Audit

Engaging an independent certified public accountant (CPA) to conduct an external audit is crucial for nonprofits. External audits objectively evaluate financial statements, enhance credibility, and ensure compliance with accounting standards and regulatory requirements.  

11. Board Governance and Oversight

The nonprofit’s board of directors is critical in overseeing financial management and accountability. Board members should possess financial literacy, understand the organization’s financial statements, and actively participate in financial discussions and decision-making. 

12. Continuous Professional Development

Through professional development programs, conferences, and workshops, nonprofit accounting professionals should stay updated with the latest accounting regulations, standards, and best practices. This helps ensure that accounting practices align with industry standards and evolving regulations.  

Conclusion

Accurate bookkeeping for nonprofits is essential to demonstrate financial accountability, make informed decisions, maintain transparency with stakeholders, and fulfill legal requirements. Nonprofits often seek the assistance of professional bookkeepers or accounting software to ensure their financial records are accurate and up to date.   

Implementing some best practices enhances financial transparency, accountability, and organizational effectiveness in the nonprofit sector. However, consulting with accounting professionals and legal experts specializing in nonprofit accounting is always recommended to ensure compliance with specific laws and regulations in your jurisdiction. For more information related to the blog, or any financial requirements, contact Monily.

Also Read: Bookkeeping For S Corporations – Everything You Need To Know

Wajiha Danish

Wajiha Danish is the Director at Monily, overseeing financial strategies and operations for small and medium businesses. She has over 18 years of experience, including her role as Controller at HOCHTIEF PPP Solutions North America. Wajiha's background includes significant roles at Pakistan Petroleum Limited and A.F. Ferguson & Co. (PwC Pakistan). She is a Chartered Certified Accountant (ACCA) and Certified General Accountant (CGA) with expertise in financial management and project finance.