Fund Accounting Without The Hassle
Aplos is specifically built to serve the unique financial needs and dynamics of nonprofit groups and faith-based organizations. You can confidently manage your books, financial health, and bottom line the right way, the first time and every time.
Perfect for both large and small organizations
Advanced accounting tools and beautiful reports for organizations that need them
World-class fund and donor accounting features specific to the needs of nonprofits and churches
Aplos is a robust accounting system that allows you to keep track of your grants, programs, and fundraising so you can give your board clarity on your finances.
No credit card required. Cancel anytime.
Fund accounting
Financial Reporting
Donation Tracking
Contribution Statements
Online Giving Forms & Widgets
Event Registration
People CRM Database
No credit card required. Cancel anytime.
Fund accounting
Donation tracking
Online giving forms
Financial & giving reports
Event registration
Budgeting
Accounts payable & receivable
Recurring transactions
Pledge tracking
Partner integrations
For organizations tracking budgets and financials for grants, programs, departments, or multiple locations.
Customized solutions start at $189/month. Contact our sales team for a personalized quote.
Fund accounting
Donation tracking
Online giving forms
Financial & giving reports
Event registration
Budgeting
Accounts payable & receivable
Recurring transactions
Pledge tracking
Partner integrations
Budgeting by fund
Project, campaign, or department budgeting & reporting
Fixed asset tracking
Income & expense allocations
and more...
Staying on top of your bookkeeping is essential if you plan to run a tight ship at your nonprofit or church. As a bookkeeper, there is no shortage of tasks, and overlooking just one can bite you later on down the road. We want your organization to have the best chance of succeeding, so we have designed a checklist for you to follow, which covers the responsibilities most nonprofits and churches complete every week and every month.
If at any time you feel overwhelmed, consider talking to an expert to make sure your accounting is set up correctly, and your nonprofit or church is following best practices and using the right fund accounting tools. Once you learn the ropes, you will find each month will get simpler and simpler. Of course, you may find you would rather just have someone do these tasks for you. If that is you, you may want to consider hiring an outsourced bookkeeping service that understands the needs of nonprofits and churches.
Here’s a quick breakdown of each item on the Bookkeeping Checklist to help you understand a bit more about how to accomplish these tasks for your organization.
Record all the expenses you accrued over the course of the week. Be sure to note if they were used for a specific fund, such as a grant or mission fund.
Record the bills you’ve received and be sure to pay any bills that are due. When you record bills you receive, be sure to note the current balance and due date so you can keep in mind how it will impact your cash flow. Before paying bills, check your account balances and outstanding checks to confirm you have funds available.
Be sure to record any expense you may need to reimburse. These may include receipts you received from volunteers or staff for any approved expenses. Once you track the approved expenses, print and send out reimbursement checks.
Record your contributions. They need to be tracked for contribution statements as well as a deposit in your accounting. Be sure to note if any of the gifts are allocated for a specific fund or purpose. If you are using Aplos for your bookkeeping software, you can create a single deposit entry in the check register to track for both purposes.
Send out letters to any new contributors and to anyone who gave a major gift. The process for acknowledging gifts varies between organizations, but it is always a great idea to thank people for their gifts within a week or two of receipt.
Prepare and send out your invoices, and receive payments on invoices. Not every nonprofit and church uses invoices, but it is common for private schools, member-based entities, and some nonprofits.
Record any other income you received.
Deposit any necessary cash or checks into your bank. Use good internal controls by having two people count all cash and sign the deposit slip. Plus, verify the deposit slip matches the amount entered in the bookkeeping.
Process your payroll and post any needed journal entries. Here are some sample payroll journal entries.
Be sure to review your cash balance and the health of your cash flow. This includes looking at the balances of each fund.
Complete your bank reconciliations for all your bank and credit card accounts. This ensures that your bookkeeping records match your actual bank balances. It is also an important internal control. If you are using Aplos, completing a bank reconciliation will stop old transactions from being edited to prevent fraud and accidentally changing closed periods.
Review your aged receivables report, and send out statements for any invoices that are past due.
Post any write-off journal entries for bad debts. Here is a sample journal entry for writing off bad debt.
Post any fixed asset depreciation journal entries. If you aren’t sure you are tracking your fixed assets correctly, check out our eBook on Fixed Assets.
Accrue interest on any lines of credit or loans.
Check your inventory status for all supplies.
Complete all of your federal or state payroll reports that are due. Some states require that these be reported monthly or quarterly.
Pay your payroll tax payments that are due. Taxes due vary by state.
Review your financial reports. These include income statements for the month compared to the prior month, prior year, and budget, as well as the balance sheet and fund balances.
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