Running a charity or non-profit is about people and purpose, not piles of paperwork.
Yet behind every donation, grant and fundraising event lies a complex web of restricted and unrestricted funds, compliance deadlines and reporting obligations. When finance tasks end up on volunteers or busy staff, it’s easy for things to slip, jeopardising both your mission and your credibility.
That’s why more charities and social enterprises are choosing to outsource their bookkeeping, to gain financial clarity, build donor trust, and free up time for impact.
The Financial Challenges of Charity and Non-Profit Work
- Fluid income streams Grants, donations, membership fees, trading arm revenue and event takings all flow in and out on different cycles, each with its own restrictions and reporting rules.
- Fund accounting and restrictions Tracking restricted versus unrestricted funds, ensuring every pound is used as intended and keeping accurate audit trails for funders.
- Volunteer and staff turnover Handing over finance tasks between volunteers or part-time staff can lead to gaps in knowledge and inconsistent processes.
- Compliance and reporting Charity SORP, Companies Act requirements, MTD for VAT, trustee reporting and funder acquittals leave little margin for error.
- Cashflow unpredictability Large grants paid in arrears, seasonal donation peaks and occasional trading income spikes create roller-coaster budgets.
What an Outsourced Bookkeeper Actually Does for Charities
Think of us as your dedicated finance partner, combining specialised bookkeeping with the personal relationship and trust you need:
- Fund and project tracking Set up codes and reports for each grant, project or restricted fund so you can see spend versus budget in real time.
- Donor and grant reporting Produce clear, funder-ready reports and acquittal packs that demonstrate compliance and stewardship.
- Cashflow forecasting Model incoming donations, grant payment schedules and trading income so you can plan staffing, programmes and emergencies.
- Compliance support Handle VAT (including MTD), Charity SORP obligations and Companies House filings—so trustees stay confident and regulators stay satisfied.
- Automated processes Implement digital receipt capture, bank feeds and batch transaction coding to reduce manual errors and speed month-end close.
- Personalised relationship Regular check-ins, easy-to-understand reports and direct access to your bookkeeper build trust so you know you’re in safe hands.
- Scalable service From small community groups to mid-sized NGOs, we flex our support as your volunteer base, events calendar and income streams grow.
Systems and Integrations
- Xero, QuickBooks or Sage tailored for fund accounting
- Charity-focused add-ons (e.g., CharityLog, Fund Accounting by Syft)
- CRM and donation platform integrations (Salesforce Nonprofit Cloud, Donorfy, Raisely)
- Receipt and grant documentation apps (Dext, Receipt Bank)
- Online banking feeds and automation tools for batch processing
Who We Help
- Small charities and community organisations with volunteer-run finance
- National and regional non-profits managing multiple grants
- Social enterprises with mixed trading and donation income
- Faith groups, sports clubs and membership bodies requiring fund transparency
- NGOs and charities preparing for external audits or SORP compliance reviews
Why Charities Switch to Outsourced Bookkeeping
- More staff and volunteers focused on programmes—less time on spreadsheets
- Clear audit trails and fund-specific reporting that build donor confidence
- Predictable cashflow, even when grants run late or fundraising is seasonal
- Reduced risk of compliance breaches, fines or trustee concerns
- A trusted, ongoing relationship with a finance partner who understands your mission
Your Next Step
If you’re ready to shore up your finances, strengthen donor trust and spend more time on your mission, let’s talk. Outsourced bookkeeping could be the simplest way to bring financial clarity and peace of mind to your charity.
Drop us a message or book a free consultation today—we’re available anytime.