A treasurer's tool for budgeting and bookkeeping: set your fiscal year, build a budget, record transactions, and produce a board-ready financial report, all saved to your organization's account.
Improve a document you already have: As well as generating documents, you can upload one you already wrote and have AI improve it. Open the AI Automations page and use the "Improve an existing document with AI" card: pick a file (Word, text, or a text-based PDF), and AI returns a cleaner version plus a summary of what changed, with your original kept.
The Financial Management app gives a nonprofit treasurer a simple place to plan a budget, keep a running record of income and expenses, see how the year is tracking against plan, and produce a clean report for the board. It is built around a real transaction ledger, so the figures the board sees roll up from the transactions in it rather than from numbers typed into a report. Money the platform collects for you records itself in that ledger as it arrives, so most of the year’s income is already there before you open the app.
The app uses cash basis accounting (income and expense are counted when money actually comes in or goes out), which fits how most nonprofits operate. Your data is saved to your organization's All In One Nonprofit account, so it is available wherever you sign in and is shared with the rest of your team, not just stored on one browser.
There is a natural order to setting the app up. Do these three things once and the rest falls into place.
Once those are in place, the Dashboard shows your income statement and budget-versus-actuals, and the Board Report turns it into a document you can share.
The Dashboard is your at-a-glance view of where the year stands. It has three parts.
Stat cards at the top show total income, total expenses, and net (the surplus or deficit) for the selected year, drawn from your recorded transactions. Each card is a link: income and expenses open Transactions, the ledger those totals are added up from, and net opens the board financial report that restates the same three figures.
A table lists each budget category with the amount you budgeted, the actual amount recorded so far, and the difference between them in a column named Favorable (unfavorable): a positive figure is good news for either kind of line, income above budget or expenses under budget, and an unfavorable figure shows in parentheses. Categories where you have recorded transactions but did not budget a line are shown too, so nothing slips past unnoticed.
Added October 14, 2026: click any category (or Total income, or Total expenses) to open Transactions showing only the entries behind that line for the year, with a button to come back to everything. Once your books hold a second year, two more columns appear: last year's actual for each line and the change against it, in dollars and as a percentage, so a board can see whether a line is growing or shrinking without a second report.
Because every line and transaction carries a fund tag, the Dashboard shows a Funds card with income, expenses and what remains for the year on each side, so the board can see not just how much money is committed to a specific purpose but how much of it has already gone out.
Where you have named your funds, a By fund table breaks that down one fund at a time: what was budgeted, received and spent against each, and what remains this year. This is the part that matters for an audit. Overspending does not happen to "restricted" in general, it happens to a particular fund, and a healthy total hides it easily: a surplus in one fund covers a deficit in another while the overall figure still looks fine. If any fund has been spent beyond what came into it, the card says so plainly and names the fund, even when the restricted total looks healthy.
The Budget page is where you plan the year. Add as many income and expense lines as you need.
Added October 25, 2026: a budget with nothing saved yet opens with Suggested lines are filled in. A nonprofit sees Individual Donations, Foundation Grants, Corporate Sponsorships, Special Events, Membership Dues and Program Service Revenue on the income side, and salaries, payroll taxes and benefits, occupancy, program supplies, insurance, professional fees, technology, marketing, fundraising event costs and administration on the other; a business sees Service Revenue, Product Sales and Other Income and its usual operating expenses. Press Remove on any you do not need, rename any, add your own, enter a yearly estimate, then Save budget. Nothing is saved until you do, and a budget you already saved is never changed. Individual Donations is the category online gifts are booked to, so keeping that name lets the actuals line up.
Added October 14, 2026: a draft can sit beside the adopted budget. On the Budget page, Start a draft from this budget copies the adopted lines into a draft you edit with the same editor (Save draft) while the adopted budget stays in force and keeps feeding the comparisons. Compare shows adopted and draft side by side with the change on every line and the totals. Adopt the draft makes it the budget; Discard the draft throws it away. Use it for next year's proposal to the board, or for a mid-year revision you want to see in full before it goes live.
Add or remove lines as your plan firms up, then click Save. The categories you use here become the categories your actual transactions roll up into, so name them the way you want them to appear on the Dashboard and the board report.
The Transactions page is the ledger: the running record of money in and out that feeds everything else. There are three ways transactions get into it.
Money the platform collects writes its own entry the moment it is taken, so a treasurer never keys an online gift in a second time. This is covered in full under Money that records itself below.
Enter the date, the type (income or expense), the amount, a short description, the category, and the fund (unrestricted or restricted). The category field offers your budget categories so your actuals line up with your plan. Marking a transaction restricted also lets you say which named fund it belongs to, so a check you deposit against a specific fund is tracked against that fund rather than against restricted money in general.
Built October 15, 2026. It appears on the Transactions page as soon as Plaid finishes its production review of All In One Nonprofit; until then the bank file import covers it. On the Transactions page, the Connect your bank card links your organization's bank account so its transactions arrive here on their own. An owner or admin clicks Connect a bank, enters the six-digit code we email them (so a stolen session cannot connect a bank), then signs in at the bank through Plaid's own screen; we never see the banking password. Choose the accounts to import, and the last ninety days come in at once. From then on new transactions arrive on their own, usually within a day of posting, and Sync now asks sooner.
Each new line lands the same three ways a bank file does: added, with the category and payee you used for that bank name last time; matched to an entry you already typed on the same date for the same amount, so nothing is doubled; or set aside as the payroll provider's withdrawal when a payroll is already recorded for that pay date. A line the bank later corrects is corrected here too, and one the bank withdraws is removed, unless you had typed it yourself. Every plan includes three connected accounts; untick an account to stop importing it. Need more? Each additional connected account is $5 a month ($50 a year on an annual plan); write to [email protected] and we add it to your subscription. If a bank later asks for a new sign-in, the row shows Sign in again, which takes you through Plaid once more, and your treasurer gets one email about it (the person who holds Treasurer on My Organization, then the executive director, then the owner). Disconnect (click it twice) revokes the connection at Plaid and deletes the stored credential at once; the transactions already in your books stay.
Added October 14, 2026. The fastest way to keep the books current without a bank connection. In your bank or credit card website, choose Download or Export for the period you want and pick the Quicken (QFX), QuickBooks (QBO) or OFX format; every US bank offers at least one, and they are the same format under three names. On the Transactions page, under Import from your bank, choose that file. Three things happen to each line: a line already in the books (the bank gives every transaction its own id, which the import keeps) is skipped, so importing the same month twice adds nothing twice; a line that matches an entry you typed by hand on the same date for the same amount is attached to that entry rather than added again; and anything new is added with the category and payee you last used for that bank name, so a recurring bill lands categorized. Anything the import could not categorize shows with an empty category; give it one and the next import of that payee follows suit. Imported lines are marked From the bank in the ledger. Download a statement each month, import it, then open Reconcile and the ticks go quickly.
To bring in a lot of transactions at once, use CSV import. You can paste rows directly or upload a .csv file. The file needs at least a Date column and an Amount column. Optional columns are Description, Type, Category, and Fund.
However a transaction gets in, its actuals roll up to the budget category automatically, so the Dashboard and the board report stay current without any extra step.
Added October 15, 2026. After each payroll, download the payroll register or payroll journal as a CSV from your payroll provider (ADP RUN, Paychex Flex, Gusto, QuickBooks Payroll, Paylocity, OnPay or any other) and choose it in the Payroll card on the Transactions page. The card recognizes the common layouts and fills in which column is the pay date, the gross pay, the employer taxes and the employer benefits; anything it cannot place you pick from a list, and your choices are remembered, so the next upload is one click. You then see each pay date with its totals and the budget categories they will go to, and press Record.
Each pay date becomes up to three expenses, marked Payroll in the ledger: gross wages, employer payroll taxes and employer-paid benefits. Only the totals reach the books; employee lines are read for the totals and dropped, so nobody's pay is visible here. The same file twice adds nothing twice, a file for a pay date that already has payroll is refused unless you say it is an extra run on that date (a bonus or an off-cycle payroll), and a whole payroll can be undone in one click from the list of payrolls recorded under the card. When a later bank file brings in your payroll provider's withdrawals within a few days of a pay date, they are matched to that payroll instead of being added as new expenses. Excel files are not read yet: in Excel, choose Save As and the CSV format first. Splitting wages across programs and grants is a later release.
Added October 14, 2026. Reconcile, in the sidebar, matches the books to the bank one month at a time. Pick the month, enter the balance the month opened with (filled in from last month once you have closed one) and the statement's ending balance, then tick each entry that appears on the statement. Cleared income minus cleared expenses, added to the opening balance, should equal the statement; the Difference box shows the gap live and reads $0.00 when the month is reconciled. Entries from earlier months that were never ticked, such as a check nobody has cashed, stay on a second list until they clear. Save progress keeps a half-done month; Close the month locks it once the difference is zero, and a closed month is recorded in the organization's activity log. A difference that will not go to zero almost always means an entry missing from the books (a bank fee, interest, a duplicate deposit): add or fix it on Transactions and come back.
You can take the ledger back out the same way. The Ledger card has an Export CSV button that downloads every transaction for the selected year (date, description, category, type, fund, and amount) as a spreadsheet-ready file, in the same shape the importer accepts, so you can keep a backup or open the figures in Excel.
Added October 14, 2026: beside it, Export for QuickBooks downloads the same year in the four-column layout QuickBooks Online imports as bank transactions (Date, Description, Credit, Debit, with dates as month/day/year). Income lands in Credit and expenses in Debit, and the category and fund travel in the description, so your accountant can bring the whole year across in one import and categorize on their side.
Gifts can reach QuickBooks on their own (September 25, 2026). If your bookkeeping is in QuickBooks Online, a Zap can post each online gift as a sales receipt the moment it arrives, using an API key with Read gifts and Manage webhooks from the API keys and webhooks card on My Organization and the private All In One Nonprofit app for Zapier. The steps, and what Zapier charges above 100 gifts a month, are on https://www.allinoneforprofit.com/help/accounting-export/. Expenses and hand-entered income still travel by the export.
Connect QuickBooks (added October 15, 2026). On the Transactions page, the QuickBooks card connects your QuickBooks Online company: an owner or admin clicks Connect QuickBooks, signs in to Intuit and picks the company, and comes back to Transactions with the company named on the card. Check connection asks QuickBooks to answer, and Disconnect (click it twice) ends the connection and deletes the stored keys. The connection runs one direction, from here into QuickBooks, and changes nothing there on its own.
Send transactions to QuickBooks (added October 15, 2026). Once connected, the card's Set up the send reads your QuickBooks chart of accounts (one read, a few seconds) and shows every category you use here, with the QuickBooks account each one goes to suggested from the names; check them, choose the bank account the money moves through, the date to start from, and whether to also send every night, then Save. Send now then puts each income entry into QuickBooks as a deposit to that bank account and each expense as a purchase from it, with the category's account on the line, the fund and payee in the description, and the platform's own id in the note so your accountant can trace any entry back. Money held for others goes in as a deposit to the liability account you chose. Each entry is sent once: the card remembers what went over, a sent entry shows a small QB mark in the ledger, and pressing Send now again after an interruption never doubles anything. A category left as Not yet waits, and the card lists what is waiting until you place it. Nothing in QuickBooks is read back or changed except the entries you send; if you later delete an entry here, delete it in QuickBooks too.
When your organization is connected to Stripe, money the platform collects does not wait for anybody to type it in. The entry is written at the moment the payment is taken, so your ledger matches your bank without a second round of data entry.
These payments book themselves:
One expense books itself too. A payment to a provider recorded on a funded-services case in Case Management (a therapist, a tutor, a landlord) is written here once as an expense from the fund on that case's plan (added September 23, 2026). Correct the amount or the date here and the case shows the correction; deleting the payment on the case removes the entry.
Cash and checks reach the books too. A gift you record by hand in Donor Management writes a ledger entry as well, so the money that arrives in an envelope is treated the same as the money that arrives online. Gifts that came in online are skipped here, because they were already booked when the payment was taken.
Every automatic entry writes two lines: the gross income, and the processing fee as an expense. Recording the gross and the fee separately is what lets your income statement show what your supporters actually gave while your expenses show what it cost to collect it.
If you refund a payment, the original entry stays exactly where it is and a reversing entry is added beside it, so the history of what happened is preserved rather than rewritten. Two partial refunds produce two reversals. A chargeback works the same way.
The processing fee is deliberately not reversed. Stripe keeps its fee on a refunded payment, so your organization really did lose that money and your books should say so.
The Board Report turns your figures into a clean, board-ready financial summary. From the report you can:
The report can include an AI treasurer's narrative: a short written summary of your budget, actuals, and variances that you can review and edit before it goes to the board. It uses only the figures in your ledger and invents nothing.
The report carries your document branding (letterhead, footer, and signature), which is set once on the My Organization page and carries across every app, so it goes out on your own letterhead.
Choose the Report period at the top of the Board Report (added October 18, 2026): the whole fiscal year, any month of it, the year to date, or custom dates inside the fiscal year. For a period the report shows three columns: the annual budget, this period and the year to date. The PDF, the Word file, the email and the treasurer's narrative all follow the period you chose. When a category is budgeted on more than one line, one per restricted fund, each line shows only its own fund's spending, and anything recorded to a fund the budget does not name appears on its own line.
A card on the Board Report (added October 18, 2026) shows three measures the Standards for Excellence ask a board to watch. They are read from your category names, so name categories the way the card describes.
The same lines appear in the PDF, the Word file and the emailed report. A business on the For Profit line does not see this card.
The report opens on a cover page carrying your organization name, the report title, and the period, and the PDF and the Word file now draw the same one from the same settings, so the two exports of a single report look like a single document. The PDF also carries your letterhead across the top and your signature above the disclaimer, which previously only the Word export did. The PDF is built as real text rather than a picture of the report, so a board member can search it and copy a figure out of it.
Email to the board opens a short composer on the page itself. The To line arrives already filled in with the board and staff email addresses held in your organization’s contact records, so nobody retypes what has already been entered once, and you can edit that list, add Cc or Bcc, change the subject, and write a covering message. Everyone on To and Cc can see each other, so anyone who should stay hidden goes on Bcc.
The PDF that goes out is the same file the Download PDF button produces, so what lands in a board member’s inbox is exactly what you filed in the Document Library.
Your organization can save more than one signature on My Organization (for example the executive director and the board chair), each with a name and title and one marked as the Default. Every Word export in this app offers a Signature pull-down listing them, with the Default preselected, plus No signature; the signer's name and title print under the signature image.
At the bottom of the same page, the Form 1099 payees card answers January's question in any month: who did we pay this calendar year, how much, and which of them gets a Form 1099? It totals every expense line by the name in Paid to, for the calendar year you choose, and shows next to each name whether that person or company is marked for a 1099 and whether a W-9 is on file. The mark comes from two places: a contractor's record in HR Management (the Form 1099 box) and a vendor's record in the Contact Manager. Names are matched by spelling, so pick the payee from the list that drops down under Paid to rather than typing a new variation.
The card also shows the reporting threshold for the year ($600 through 2025; $2,000 for payments made after December 31, 2025) and flags who is at or over it. An unmarked name over the threshold is a question for your accountant, not a form to skip. Export CSV gives you the list to hand over. The card opens collapsed; click its title to see the table.
Added October 29, 2026. Statements, in the sidebar, draws the three statements funders, auditors and Form 990 ask for, from the ledger you already keep. Every one is on a cash basis: income and expenses count when the money moves, and pledges and unpaid bills are not shown. The header's fiscal year and period selectors work the same way as on the Board Report, so a statement can cover the whole year, one month, the year to date or any dates.
Every expense is spread across Program services, Management and general and Fundraising: by the split entered on the transaction itself, otherwise by its category's split from Settings, otherwise by a suggested split for categories whose name makes the function plain (Program Supplies is all program; Professional Fees is all management and general; Fundraising Event Costs is all fundraising). Shared costs such as salaries, rent and technology have no suggestion and show in a Not yet split column until you give the category a percentage in Settings, under Functional expenses, in whole numbers that add up to 100. The footer shows each function's share of total expenses, the figure watchdogs quote. Download it as a CSV or copy it as text for a grant report.
A balance sheet needs a starting point, so the first time you open Statements you enter your opening balances once: the first day of a fiscal year, the balance of each bank account on that day, how much of that money donors had restricted, and how much you were holding for others (sales tax collected and not yet sent to the state). If you have reconciled the month before that day, its bank balance is offered with one click. From that day forward the ledger carries the balances: cash rises with income and falls with expenses, restricted net assets rise with restricted gifts and fall with spending from restricted funds. Press Change to correct the figures later; every change is recorded in the organization's activity log.
Your income statement in the two-column form accountants expect: Without donor restrictions and With donor restrictions, with a total. Income lands in the column its fund says. Every expense paid from a restricted fund appears on the line Net assets released from restriction, moving that amount from the restricted column to the unrestricted one, which is the line auditors check first. Expenses are shown by function, from the Statement of Functional Expenses, so the two statements always agree. When opening balances are entered the statement ends with net assets at the beginning and end of the period.
What the organization holds on the last day of the period: Cash and bank accounts; Amounts held for others (sales tax collected and not yet sent); and net assets without and with donor restrictions. It carries the cash-basis title on purpose: a cash-basis organization cannot honestly show receivables and payables it never records, and the statement says so. When you have reconciled a month inside the period, a note under the statement compares the ledger's cash at that month's end with the reconciled bank balance; they should match, and a difference means the opening balances or an entry since then needs a second look.
Sales tax you send to the state. Record the payment as an expense in the category Sales Tax Payable. The statements treat it as paying a liability rather than spending: it leaves cash and the amount held for others, and stays out of the Statement of Activities and the Statement of Functional Expenses.
In the IRS Forms Assistant, the Form 990 Functional Expense Allocation tool has a Fill from Financial Management button. Choose the fiscal year and it places the year's expenses on the Part IX lines (salaries and benefits, professional fees, occupancy, travel, insurance and the rest) with the percentage for columns B, C and D taken from the same functional splits, ready for you to review. Categories with no split are listed so you can set them and fill again.
Checks. Total income and total expenses on the Statement of Activities equal the income statement on the Dashboard for the same dates. Cash on the balance statement equals the opening cash plus every transaction since. Have your accountant read the statements before you share them outside the organization.
This is the screen that answers a funder. When a grant maker asks what a restricted grant was actually spent on, the honest answer is a list of the expenses charged to that fund with the receipt behind each one, and that is what this page produces.
Every expense in your ledger has a Documentation column. Click Attach and you can either pick something already in your Document Library or add a file there and then. The document lives in the Document Library, not on the transaction, so it keeps your retention schedule, your legal holds, and the same access rules as every other record. A file added from this screen is filed as a financial record and kept for seven years unless your own policy says otherwise.
The Expense documentation page then shows, for any fund or for every fund at once, how much of your spending has documentation behind it and how much does not, with the count and the dollar total for each. Income is not listed, because nobody asks a nonprofit to evidence money coming in.
Removing documentation from a transaction detaches it only. The document itself stays in your Document Library, because a record you filed is not something a bookkeeping change should be able to destroy.
An outside consultant your organization has granted write access to Financial Management can attach and remove documentation too, because filing the receipts behind your spending is usually exactly what you brought them in to do. They still cannot enter, edit or delete a transaction, import a file, or change your budget or settings, and every attachment they make is recorded in your organization's activity log with their name on it.
Mileage (added October 24, 2026, under Finances in the sidebar, both product lines) is the trip log. For each trip enter the date, where from and where to, the miles, and what it was for; tick Round trip to double the miles. The IRS asks for the purpose of every trip, so the page does too. The amount is worked out at the IRS standard rate for the trip's year: for 2026, 72.5 cents a mile for business and 14 cents a mile for driving as a volunteer for a charity (IRS Notice 2026-10). A nonprofit chooses Staff or business or Volunteer for the organization on each trip; a business logs business trips only.
Everyone in your organization logs their own trips and sees only their own. The owner and Admins see every trip, can log one for anyone (with who drove and, if you like, their email so they can see it too), and can set the organization's own rate on a trip. Paying more than the IRS rate can make the extra taxable, so check with your accountant before you set a higher one.
To pay people back, the owner or an Admin ticks the trips (or Tick every open trip), picks the date and the category, and presses Record reimbursement. That records one expense per driver in Transactions, paid to that person, under Travel and Mileage Reimbursement unless you choose another category, and marks the trips reimbursed. Pay them the way you usually do. A reimbursed trip cannot be changed or removed; Undo on it removes the expense and opens the trips again.
Import trips from a .csv file reads a file whose first line names the columns (date, from, to, miles, purpose, and optionally driver, kind and round trip), shows what it read and which lines it left out and why, and adds the trips when you confirm. Download the template gives you the layout. Download the trips (on the For Profit line, Download the mileage report) saves the year as a .csv with the totals, for your accountant or your tax preparer. For a business, the year's business miles at the IRS rate is the standard mileage deduction; your tax preparer can tell you whether that or your actual car costs is better.
The app includes AI automations that draft financial documents from your own figures: a Treasurer's Board Narrative (a written summary for the board), a Budget Drafter (a starting budget to refine), and a Financial Health and Variance Review (a read of where the numbers stand). Each one opens in an editor with the full export toolbar so you can copy, download as Word or text, print, or email it. You review and edit everything before it is used.
Each automation is documented in detail in the AI Automations Guide.
A short, practical Quick Read course on nonprofit financial management is built into the app: the basics of a nonprofit budget, reading an income statement, the difference between restricted and unrestricted funds, watching budget versus actuals, building an operating reserve, and reporting clearly to the board. Each lesson is concise, your progress is saved, and the lessons connect to the parts of the app that put the idea into practice.
Set these once and the rest of the app uses them.
Your organization identity, branding (letterhead, footer, and signature), language, and connections are all set once on the My Organization page and carry across every app, so you only set them once. You can even customize your organization's language there, renaming platform terms like donation or donor to the words your organization uses. The fiscal year and accounting basis above are specific to this app.
An organization on All In One For Profit (added September 26, 2026) sees the same app with a business chart of accounts: Service Revenue, Product Sales and Other Income on the income side, the usual operating expenses on the other, and no fund column, because a business does not carry restricted funds. An owner's draw, or money the owner puts into the business, is not income or an expense and does not belong in this app: every line here counts toward profit and loss, so a draw recorded as an expense would understate the profit and could list the owner as a payee on the Form 1099 report. Keep draws and owner contributions in your bookkeeping software (changed October 11, 2026). Payments recorded in Invoicing and client payments recorded in Case Management book here as income on the day the money arrives. The reports, the budget and the board-style summaries work the same way; read "board" as "owners" where it appears.
The Financial Management app is an internal management and board-reporting tool. It is not financial, tax, accounting, or audit advice, and it is not a substitute for a professional. Keep your official books in your accounting software, and confirm budgets, reports, and any decisions with your accountant, bookkeeper, or auditor.
Financial Management sits alongside the rest of your board and operations tools:
Questions or feedback? Email [email protected]. This guide is a public reference, no sign-in required.
Looking for help beyond the platform? See our Helpful Resources page for vetted external resources on legal and tax filing, funder research, governance training, insurance, technology discounts, and more.
From our Learn library: the nonprofit financial workflow and your first 30 days as a 501(c)(3).
Sharing your financials publicly builds funder trust. Your financial details here are what the Candid Gold seal asks for. See our step-by-step guide to earn a Candid Seal of Transparency.