Cash and reimbursements
See what cash is available, what is restricted, what funders still owe, and where delayed payments are creating pressure.
How it works
Build the system. Run it together. Keep what works.
The engagement moves through three stages in order. We first establish what is true, then build what is missing, then operate the monthly cycle with your team until it holds.
01
Review
$3,500 · about two weeks
02
Build
Scoped after the Review · about 30 days
03
Operate
Scoped after the Review · 60–90 days
01
The Finance Operations Review
Find the pressure before deciding what to build.
Required first stage · $3,500 · about 2 weeksWe review the books, grant agreements, payroll, reimbursement invoices, and reporting deadlines. Then we show you what is working, where risk is building, and what deserves attention first.
Audit readiness
Know which grant or finance process would create the most work if it were reviewed tomorrow.
Priority findings
Receive a plain-English letter showing what is working, what is at risk, and what to fix first.
A scoped next step
If a Build makes sense, the findings become the basis for its scope, timing, and price.
The findings letter is yours whether or not you continue. The Review is a complete engagement, not a sales call disguised as an assessment.
02
The Build
Turn the findings into tools and operating rules.
Scoped after the Review · about 30 daysWe build the budgets, tools, and written rules your team needs to manage grants without rebuilding the same information every month.
Organizational budget
One plan connecting programs, grants, staffing, administrative costs, and unrestricted funds.
Salary matrix
A clear view of how each position—including payroll taxes and benefits—is funded.
Grant Rulebooks
One page per funder showing how to bill, what to keep, what the grant will not pay for, and every deadline.
Allocation plan
Written rules for splitting staff time and shared costs across grants and programs.
We also set up the accounts, deadlines, and monthly routines needed to keep the new tools current. Everything lives in your accounts and belongs to your organization.
03
Operate With Them
Learn the system by running the real monthly work together.
Scoped after the Review · 60–90 daysWe operate the installed system with your bookkeeper, not instead of them. Your team learns it while completing the actual close, reimbursement, budgeting, and reporting work.
Reimbursement invoices
Funder invoices prepared with the backup each grant requires and tracked through payment.
Grant budgets
Budgets built from real staffing and program costs, including time-sensitive applications when capacity allows.
Monthly finance picture
Closed books, grant spending, cash outlook, and one consistent page for leadership and the board.
A deliberate handoff
Your bookkeeper takes ownership of the monthly routines with the tools, calendar, and documentation in place.
This stage has an end date. If you do not have a bookkeeper, we can supply one. After the bridge, you can keep support for selected finance work or take the system fully in-house.
Clear roles from the start
Your team keeps control. We build and operate the finance system around it.
What we need from you
- Read access to the accounting records
- Copies of the grant agreements
- Access to reporting deadlines and prior submissions
- One kickoff hour with the people who know the work
What stays with your team
- Bank access remains read-only
- Your team approves payments and submissions
- We do not pay bills or chase receipts
- Your organization owns every tool and document we build
Start with what is true
Every engagement begins with the Finance Operations Review.
Book a 30-minute call to talk through your organization, its funders, and where the finance pressure is showing up. If the Review is not the right next step, I will tell you.