$1,800 USD / month
Know Exactly Where Every Restricted Dollar Stands
Fund Accounting & Grant Tracking gives your organization the fund-level clarity that donors, foundations, and oversight bodies expect — without placing that burden on your program staff.
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Books That Reflect How Your Funding Actually Works
Most accounting software tracks one bottom line. Your organization carries many — each grant with its own restrictions, each fund with its own reporting obligations. This service keeps those distinctions intact and visible every month.
Fund-Level Clarity
Every dollar tracked within its designated fund — restricted, unrestricted, or board-designated — with balances available each month.
Grant Expenditure Records
Spending tracked against each grant's budget in real time, so you're never assembling data at the last minute before a funder deadline.
Funder-Ready Summaries
Monthly reports structured for foundation, government, and oversight body expectations — formatted to share, not to translate first.
Where Organizations Often Find Themselves
Running Restricted Funds Through General Bookkeeping Rarely Holds Up
Reports assembled manually at deadline
When grant reporting time arrives, staff pull together figures from multiple places — spreadsheets, accounting software, email threads. The process is slow and the risk of inconsistency is real.
Restricted and unrestricted funds blended together
Without fund-level coding, it's easy for restricted dollars to appear available or for unrestricted spending to be misattributed — creating problems with funders that take time and care to resolve.
Boards uncertain about what the numbers reflect
When financial statements don't distinguish between fund types, board members are left interpreting figures that were never structured for governance decisions in the first place.
Our Approach
Fund Accounting Structured Around Your Funding Reality
This service builds accounting from the fund level up — the way your funders designed their grants and the way your governance structure expects to see results.
Chart of Accounts Aligned to Your Funds
We structure or adapt your chart of accounts so that every transaction is coded to the right fund from the start — eliminating the reclassification work that otherwise accumulates.
Monthly Reconciliation and Posting
Each month we reconcile accounts, post transactions to the correct fund, and keep the underlying records clean — so your annual audit and any funder review starts from a solid base.
Grant Expenditure Tracking
Each active grant is tracked against its approved budget. You can see remaining balances and spending patterns at any point in the grant period — not just when reporting is due.
Funder-Required Report Preparation
We prepare the financial exhibits that grant reports require — spending summaries, budget-to-actual tables, and fund balance snapshots formatted for submission.
What Working Together Looks Like
A Monthly Rhythm Your Finance Work Can Depend On
We start with your funding structure
We spend time understanding your active funds, their restrictions, your existing chart of accounts, and what your funders actually need to see. If your setup needs adjusting, we walk through that together before anything else changes.
Monthly bookkeeping runs consistently
Every month we reconcile, post, and track — maintaining the underlying records that everything else in your financial reporting depends on. You're not chasing us for updates; the rhythm is steady.
Monthly fund balance summaries land in your inbox
Each month you receive a clean summary of fund balances and grant spending — something your executive director and board can reference without needing to interpret accounting outputs.
Funder reports are ready when you need them
When a grant report is due, the financial exhibits are already prepared — not assembled at the last minute. You have time to review, confirm, and submit with confidence.
The Investment
$1,800 USD per month
This is a monthly engagement — ongoing, consistent, and structured around how your organization actually runs. You're not paying for a one-time setup; you're bringing in a dedicated accounting function built for nonprofits.
What's included each month:
- Full bookkeeping with fund-level transaction coding across restricted, unrestricted, and board-designated funds
- Monthly reconciliation of all accounts
- Grant expenditure tracking against approved budgets for all active grants
- Monthly fund balance summaries for internal use and board visibility
- Preparation of financial exhibits for funder-required reporting as needed
- Organized records supporting your annual audit and year-end processes
How Results Are Built
Consistency Is What Makes Fund Accounting Work
The value of fund-level accounting isn't visible in a single month — it accumulates over time as your records become a reliable foundation for every report, audit, and governance conversation.
Month 1
Structure established — funds mapped, chart of accounts aligned, active grants set up for tracking.
Month 3
Rhythm established — monthly summaries arriving consistently, grant spending visible without any manual assembly.
Year-End
Audit-ready records, complete grant history, and funder reports drawn from a clean, well-maintained set of books.
Our Commitment
We Work Until the Structure Is Right
If the initial fund structure or chart of accounts setup needs adjustment in the first months of engagement, we address it — without treating it as a scope change. Getting the foundation right matters more to us than moving quickly.
We start by listening — your organization's funding structure guides how we set up the accounting, not the other way around.
Questions during the month get answers the same week — you're not waiting for a scheduled call to clarify something time-sensitive.
An initial conversation is available at no obligation — we're happy to understand your situation before either of us commits to anything.
Getting Started
A Clear Path From Here
Reach out with a brief note about your organization
Tell us about your active funds, your approximate number of grants, and what's feeling difficult about your current accounting setup. A short message is enough to get the conversation started.
We schedule a short call to understand your situation
We ask questions about your funding structure, your funder reporting requirements, and what your current accounting looks like. You leave with a clear sense of whether this service fits.
Onboarding moves at a pace that works for your team
We don't ask you to turn everything over at once. Onboarding is structured so your team isn't overwhelmed, and the first monthly cycle starts once the fund structure is mapped correctly.
Ready to bring fund-level clarity to your accounting?
We'd be glad to learn about your organization and walk through what structured fund accounting could look like for your specific funding mix.
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