QuickBooks Online for NGOs: every grant tracked, every donor report ready
We set up QuickBooks Online for fund accounting — donors, grants and programmes tracked separately, budgets loaded, multi-currency handled — so your finance team can answer any funder or auditor from the books. Billed annually in KES.
What a well-set-up NGO file gives you
NGOs are about half of the organisations we support — child-development partners, faith-based development arms, health associations, conservation and human-rights organisations, refugee programmes and county health teams. This is what they rely on.
Track every grant and donor
Restricted and unrestricted funds coded by donor, grant and programme — no parallel spreadsheets.
Budget vs actual on demand
Grant budgets loaded into QuickBooks Online, so spend against budget is one report away.
Audit-ready records
A clean audit trail, attachments on every transaction and reconciled balances at year-end.
Multi-currency donor funds
USD and EUR grants recorded properly against a KES home currency, with reports in either.
Programme staff included
Field and programme teams code their own expenses, with permissions that protect the ledger.
Billing that fits budgets
Annual invoices in KES from a local supplier — easy to budget for and easy to clear through procurement.
One standard across all your grantees
When a donor or network funds many local partners, reports only compare if the books are built the same way. We roll out a common chart of accounts, class structure and report pack across partners, train each finance team, and support them through audits.
Several of the NGOs we support belong to the same international child-development network — each runs its own QuickBooks Online company, with renewals, users and support handled by us in one place.
Tell us about your grants
How many donors and programmes do you run, which currencies do you receive, and when is your next audit? We'll recommend a plan and set-up — and send our NGO chart of accounts.
- Plus from KES 6,800 / month · Advanced from KES 12,200 / month
- Annual billing in KES — bank transfer or M-PESA
- Migration from Desktop, Excel or another system available
Book an NGO consultation
We reply within one working day. Prefer email? info@remotixregional.com
Is QuickBooks Online good for NGO accounting?
Yes, when it is set up for fund accounting. On QuickBooks Online Plus or Advanced we use classes for donors or grants and locations for programmes or offices, so every expense is coded to the right fund and budget-versus-actual reports come straight from the books.
How do you track restricted donor funds in QuickBooks Online?
We combine a nonprofit chart of accounts with class tracking per donor or grant, budgets per grant, and, where needed, separate accounts for restricted net assets. Reports then show income, spend and balance per fund at any date.
Which QuickBooks Online plan do NGOs need?
Most NGOs we support run on QuickBooks Online Plus (KES 6,800 a month), which includes class and location tracking for up to 5 users. Organisations with many programmes, more users or approval workflows choose Advanced (KES 12,200 a month).
Can we report to donors in USD while keeping books in KES?
Yes. With multicurrency on, you keep KES as your home currency, record USD or EUR grant receipts at the correct rate, and produce donor reports in the currency the donor expects.
Can you work with grantees across several countries?
Yes. We onboard and support organisations in Kenya, Uganda, Tanzania, Rwanda, Burundi and South Sudan, and can roll out one standard chart of accounts and reporting format across a network of partners so reports are comparable.
Do you offer a chart of accounts for NGOs?
Yes. We share a ready-made NGO chart of accounts structured for donor reporting and audits, and adapt it to your programmes during set-up.
Audit coming up? Start with a file health check.
We review your QuickBooks file for unreconciled balances, miscoded grants and VAT issues, and tell you what to fix before the auditors arrive.