Nonprofit bookkeeping · How we work
This page is the part of the engagement letter you would want to read before the call: what you get every month, when it arrives, how we get into your books, what the contract says, and what is not in the monthly rate. The price itself is on the pricing page, calculated from four inputs you can read off your own books.
Every plan, from the $300 floor to the $1,950 top of the table, includes the same three-phase process. The price moves with volume, grants, and restricted funds, not with which features you get.
1 · Daily capture
2 · Monthly close
3 · Reports
Also included: chart of accounts setup at the start, QuickBooks Online support, CPA oversight of the work, and the Form 990-N e-Postcard filed for you when your organization qualifies for it. There is no attendance fee because we do not attend board meetings; the report is written so that nobody has to explain it, and questions come to us by email. If you want an accountant in the room every month, that is a different kind of firm, and we say so on the comparison page.
Bookkeeping is a rhythm, and the value of the report depends on the date it arrives. This is the schedule for a standard month.
Every business dayCapture
Feeds import, entries post, receipts match. You forward documents to one address; nothing waits for month-end.
Business days 1 to 10Close
We reconcile every bank and card account to the statement, finish allocations and fund tracking, and review the month for anything that needs your answer. Open questions go to you in one email, not ten.
By the 10th business dayReports delivered
The three statements and the one-page board report arrive as PDFs to the executive director, with the QuickBooks file current to the same date.
Before your board meetingQuestions by email
Forward the board’s questions; we answer in writing, in time for the meeting, so the answer is in the minutes rather than in someone’s memory.
JanuaryYear-end
1099s prepared and e-filed from the books we keep, and the year handed to whoever prepares the Form 990, which can be us. Both are priced separately from the monthly rate; see the section below.
A late document from your side moves the close for that account, not the whole report; we tell you what is outstanding rather than waiting silently.
You invite us as an Accountant user in QuickBooks Online and connect your bank and card feeds inside QuickBooks. We do not receive your online-banking login.
This separation is also your internal control: the person who records transactions is not a person who can initiate them.
Term. Month to month. There is no annual contract.
Cancel anytimeNotice. No notice period; tell us by email and the current month is the last one billed. You keep the QuickBooks file.
No notice periodPrice. Your monthly rate is the published table applied to your four inputs, quoted in writing before you start. It changes only when your inputs change, for example when a new grant starts or transaction volume moves to the next tier, and we tell you before the new rate applies. Published prices apply to new clients.
$300 to $1,950 per monthAbove $3 million in receipts. The table stops and we quote individually, within 24 hours of your request.
Custom quoteThree things are priced on their own, and each is on the pricing page with its number, so nothing on an invoice is a surprise.
Form 990-EZ and Form 990. Annual, per return, with a fixed quote before work begins. The Form 990-N e-Postcard is filed for bookkeeping clients at no charge.
from $500 / from $1,500Forms 1099-NEC and 1099-MISC. Prepared and e-filed each January, including recipient copies and the combined federal/state submission. You collect the W-9s. Available whether or not we keep your books.
$30 per formCatch-up of prior periods. If the months before your start date are not reconciled, we scope the catch-up first and give you a fixed quote before any of it begins. It is never folded into the monthly rate.
Quoted before startNot offered: audits, reviews, and compilations, which come from a separate CPA firm; payroll processing; and bill payment or money movement of any kind.
Switching comes down to two things: access and a clean starting balance. Here is the sequence, and what the first month looks like.
The price is on the page, the terms are on this one.Run the calculator for your monthly number, or send the four inputs and we will send the quote and this page’s terms in writing.
Get my price →We work in QuickBooks Online. If you are on other software or spreadsheets, we set up QuickBooks Online as part of the start and tell you before you sign whether the migration needs a separate quote.
You do. The subscription is in your organization’s name, we work as an Accountant user, and if the engagement ends the file, its history, and every attached document stay with you.
By the 10th business day of the following month, as PDFs to the executive director, with the QuickBooks file current to the same date. A document that arrives late from your side delays that account, not the whole report.
No, and that is by design. The one-page board report is written for non-accountants so it does not need a presenter, and board questions are answered by email before the meeting so the answer is in writing. That is why there is no attendance fee in any plan.
No annual contract. Plans are month to month. No notice period; tell us by email and the current month is the last one billed.
No. The Form 990-EZ and Form 990 are priced per return, from $500 and from $1,500, with a fixed quote before work begins. The 990-N e-Postcard is filed at no charge for bookkeeping clients. 1099s are $30 per form.
No. We record transactions and reconcile accounts; we never hold signing authority, cards, or banking credentials. Separating the recording function from the payment function is a core segregation-of-duties control, and outsourcing the books is one way to get it.
Terms on this page describe our standard engagement as of September 2026 and are confirmed in writing before you start. Prices are on the pricing page and apply to new clients.
