--- title: "Fund accounting software for NGOs | Relief One" description: "Finance & Fund Accounting. Does each project cover its costs? Spending tracked fund by fund, across entities and currencies." url: https://reliefapplications.org/relief-one/finance/ lang: en --- # Finance & Fund Accounting: Spending tracked fund by fund, across entities and currencies. Three donors, two entities, four currencies, and an accounting tool with two coding fields. Everything else lives in spreadsheets around it, so month-end takes weeks and each donor pack is put together by hand. [Relief One](https://reliefapplications.org/relief-one/), Run the organisation ## How it works Does each project cover its costs? 1. Code once. Every cost carries its fund, budget line, department and account, split by percentage if needed. 2. Approve with two pairs of eyes. Invoices, payments and payment runs go through approvers with limits and deputies, by app or by email. 3. Pay in one release. A payment run is signed twice, then released: payment, ledger, cash and bank file in one step, all or nothing. 4. Read the numbers. Dashboard, P&L per project, budget vs actual per fund, cash runway, statement of funds. ## What it does. - **Code once**: Fund, budget line, department and account sit on the cost itself, split by percentage when it is shared. - **Fund accounting**: A fund carries its donor’s terms (allowed accounts, period, restriction). - **Two pairs of eyes**: Invoices, payments and runs go through approvers with limits and deputies. - **Payment runs**: Signed twice, then released: payment, ledger, cash and bank file in one step. - **Payables**: Supplier invoices captured from email, scan or phone, read by AI, matched to orders. - **Ledger and month-end close**: Trial balance and a close that will not lock over unreconciled bank lines. - **Funder evidence pack**: The documents a donor asks for per transaction, missing ones listed first. - **Multi-entity, multi-currency**: Entities in their own currencies, consolidation, monthly rates, VAT on the line. - **Dashboards and budgets**: Income against target, P&L per project, budget vs actual per fund, cash runway. ### The full list - **Financial dashboard**: Income against target, margin, monthly income, expenses by category, cash runway, signed vs invoiced. - **Project P&L and profitability**: Revenue, cost, margin per project; days sold vs logged. - **Invoices to funders**: Planned → requested → emitted → paid, with credit notes and partial payments. - **Payment validation**: The project lead confirms each consultant line, finance pays; a line claiming more days than remain is flagged. - **Expense reports and company expenses**: imported from your banking or accounting exports, drill-down to transactions. - **Budget planning**: Categories × months, past months from actuals, future from forecast; scenarios that never touch the approved budget. - **Fund accounting**: Funds with their donor terms (allowed accounts, period, restriction); each posting checked against them. - **Funder evidence pack**: For each transaction, the documents a donor asks for (timesheet, payslip, order, invoice, contract, proof of payment, approval trail), gaps shown first. - **Payables**: Supplier invoices captured from email, scan or phone camera with AI reading, duplicate control, multi-order matching. - **Ledger**: Chart of accounts, journals, trial balance, month-end close that will not lock over unreconciled bank lines. - **Multi-entity and multi-currency**: Entities in their own currencies, intercompany, consolidation, monthly exchange rates, VAT on the line. - **Field cash and cards**: Prepaid cards and cash floats as registers. - **Bank exports**: Wise and SEPA payment files. ## What makes the difference - Money cannot be committed that the budget does not have. Blocked actions name their rule. - Each posting is checked against the donor’s terms. - The evidence pack lists missing documents first. ## With your AI agent One question can cross several modules. If you prepared a payment, your AI cannot approve it. - **A question**: “Which invoices are waiting on me, and do they match their orders?” - **Reads**: Finance & Fund Accounting, [Procurement & Supply Chain](https://reliefapplications.org/relief-one/supply-chain/), [Grant Management & Donor Reporting](https://reliefapplications.org/relief-one/grant-management/) - **Comes back**: The queue, with the mismatches flagged - **On this module’s pages**: Supplier invoices read and matched to their orders - [More use cases](https://reliefapplications.org/relief-one/ai-agent/) ## Connected to It shares its records with these modules. - [Projects & Time](https://reliefapplications.org/relief-one/projects/): Hours and costs, per project. - [HR & Payroll](https://reliefapplications.org/relief-one/hr/): Staff and consultants, managed together. - [Procurement & Supply Chain](https://reliefapplications.org/relief-one/supply-chain/): Purchase orders that match their invoices. - [Grant Management & Donor Reporting](https://reliefapplications.org/relief-one/grant-management/): What each grant still needs from you. - [Staff & Partner Portals](https://reliefapplications.org/relief-one/portals/): The ERP as staff and partners see it. ## In numbers Two-approver workflows, Wise/SEPA exports, consolidation across entities and currencies. ## Before you book a demo. ### How do you handle several entities and currencies? Each entity works in its own currency. Monthly exchange rates, intercompany entries and VAT on the line are part of the module, and consolidation brings the entities together. ### A donor wants the proof behind one expense. Where is it? In the funder evidence pack for that transaction: timesheet, payslip, order, invoice, contract, proof of payment and approval trail. The documents still missing are listed first. ### Can we start with Finance & Fund Accounting alone? Yes. Each organisation starts with the base, then picks its modules. You can start with one and add others later. ### Can we switch a module off later? You can, and its data is kept. A module switched off disappears from menus and search, and switching it back on restores it. ### Can you import from our spreadsheets and current tools? Yes: people, projects, budgets, policies, files (including a one-time import or a live two-way sync with Google Drive), and the content of your existing workbooks. Connectors to your other systems are built as part of the project. ## Next module - [HR & Payroll](https://reliefapplications.org/relief-one/hr/): Staff and consultants, managed together. ### Run the organisation - [Projects & Time](https://reliefapplications.org/relief-one/projects/): Hours and costs, per project. - [HR & Payroll](https://reliefapplications.org/relief-one/hr/): Staff and consultants, managed together. - [Recruitment & Onboarding](https://reliefapplications.org/relief-one/recruitment/): Hiring in bursts, across countries. - [Volunteers](https://reliefapplications.org/relief-one/volunteers/): Fill volunteer shifts from a phone. - [Learning & Training](https://reliefapplications.org/relief-one/learning/): Whose certificate runs out next? - [Membership & Governance](https://reliefapplications.org/relief-one/membership/): For associations, federations and their boards. - [Add to your Relief One](https://reliefapplications.org/relief-one/build/) - [The base](https://reliefapplications.org/relief-one/platform/): The part every organisation gets. - [Relief One](https://reliefapplications.org/relief-one/) ## Book a demo of Relief One. Tell us how your organisation works and which modules you are looking at. We show you Relief One on the parts that matter to you.