YWAM Lancaster Utilizes Custom Report Manager for Real-Time Financial Reporting

The Challenge of Juggling Multiple Organizations

Youth With A Mission (YWAM) Lancaster is a faith-based organization whose mission is to share the gospel to the nations. This particular YWAM location near Lancaster City is comprised of two 501(c)(3) organizations: YWAM Lancaster and Twin Pines Lancaster. YWAM is the training space that works to equip students and young adults through schools and short-term trips across the world. Twin Pines is a 60-acre space that includes training facilities and a couple commercial spaces.

“QuickBooks was made for small businesses, and nonprofits are not set up like small businesses.”

The All-in-One Solution for Accounting, Donations, and Marekting

YWAM Lancaster had been using QuickBooks Online and was looking for a product that could work best for their nonprofit. Their accounting manager, Mary Webb, shared,
“QuickBooks was made for small businesses, and nonprofits are not set up like small businesses. You can finagle it to a degree, but it just wasn’t serving us best.” They began their search online, looking through various options. As they did their research, they decided that if they were migrating accounting systems, they should explore a comprehensive option.

Aplos stood out to the YWAM team due to the ability to do true fund accounting as well as having the all-in-one package of accounting, donations, and marketing. “We might as well look at the whole package as far as donations and accounting,” said Mary. “Aplos was the one that made sense.”

Results: Budgeting by Fund and Better Reporting

Two facets of Aplos have really been value-adds to the YWAM team as they are managing two locations, 14 onsite staff, and 40 missionary staff: budgeting by fund and the Custom Report Manager function. Previously, YWAM could not break out their budget as much as they would have liked since QuickBooks doesn’t offer that ability. With Aplos, they are now able to budget by fund, which has allowed them to share more visibility with the leadership team, prioritize where money is allocated, and provide valuable input due to that clear visibility.

The Custom Report Manager tool has allowed YWAM to provide real-time financial reporting to their 40 missionaries. The YWAM staff process all donations through Aplos, and being able to send a simple reminder for missionaries to review reports has saved them time since they no longer have to create and distribute 40 individual reports. Each missionary can log into Aplos and have visibility into their fund.

"Aplos was the one that made sense."

Download the YWAM Lancaster and Twin Pines Lancaster case study (PDF).

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