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The money is never the hard part. Knowing which grant a rupee came from, which programme it went to, and what is left to spend before the quarter ends — that is what turns a treasurer's month into a guessing game.
Donor receipts, fund-wise books, grant utilisation and statements your board can read.
Especially with cash and collection boxes, the receipt is the last thing done, and sometimes it never is. A donation recorded on the day with a pre-printed receipt number means the donor gets their acknowledgement while the goodwill is still fresh.
Three grants run at once, the accounts have one column for expenses, and the utilisation certificate gets assembled from memory at year end. Each grant as a fund, with expenses tagged at entry, means the statement generates itself.
The treasurer rebuilds it from a bank passbook and a few vouchers, which takes a weekend and is never quite right. Fund-wise books closed monthly give the board an actual statement to approve, on the day they ask.
General fund, each restricted grant, endowment if you have one, and each bank account. This structure is the whole ballgame, so we get it right before any entry is made.
Existing donors with PAN and past receipts, so this year's acknowledgements are not starting from zero. Old donation data is imported, not retyped.
Donations on the day, expenses with the grant or programme tagged and a voucher attached. No month-end scramble to remember where the money went.
Receipt register for 80G, grant utilisation for each programme, and a balance sheet for the board, from the same records.
Donor name, PAN, address, and every receipt with its date and section. The register your auditor needs for 80G is a report, not a project.
Each grant opened with its sanctioned amount, dates and conditions, so the amount available is never confused with the amount spent.
Income and expenses held separately by fund, with transfers between them recorded rather than adjusted quietly at year end.
Quarterly fund statements, programme expenditure and donor receipts, generated from the same entries.
Every bank account reconciled monthly, including collection accounts and cash, with the difference explained the same week.
Expense vouchers captured with approval trail, so the audit file is assembled as the work happens.
Grant-wise utilisation pulled from tagged expenses. Reconstructing it from a year of loose papers is the part nobody enjoys.
Tax on rent, professional fees, consultancy and any taxable supply handled inside the same system.
Something else? WhatsApp us and a member of the team will reply.
Yes. A trust has no share capital and no dividend, so the books are simpler, not harder. We set up funds, receipts and expenses, and keep the chart of accounts aligned to what your auditor asks for, rather than bending a company template to fit a trust.
Yes, and it is the main reason organisations come to us. Each grant becomes a fund, expenses are tagged against it, and the utilisation statement is pulled from the same data instead of rebuilt in Excel at year end.
Your auditor or CA files them. We record every receipt with the donor's PAN and the correct section under 80G, which is the data those filings need, so the schedule is assembled rather than researched. Renewal paperwork also gets organised by due date.
Cash entries are recorded on the day of receipt with a pre-printed receipt number, so acknowledgement is not delayed. The bank deposit is matched separately, which is exactly what an auditor will ask you to show. Many organisations find the cash-to-bank gap is the first thing reconciliation exposes.
Tell us how many grants you run, how donations arrive today, and which report your board or auditor asks for most often. We'll show you how much of that work disappears.