In-house Accounting team not performing well? FIRST THINGS FIRST...ROLES My experience has been that small to mid-sized non-profit organizations typically have a team of about three to six people. This usually consists of your bookkeeper, staff accountants, senior accountant, and then the controller to whom everyone else reports. These roles make up the non-profit fiscal department. There is also the contracts and grants manager. This role is important because depending on the type of programming that you manage and what your funding sources are, you’re quite possibly going to have different contracts that have certain requirements; which require a dedicated person to manage. The cost to build your team can add up quickly, especially as you begin to add new team members. Throw in professional development training for your team to grow their skillset, and it can get expensive. The “growth period” in an organization, especially rapid growth, can be the “acid test”. Take it all in though! This is actually a great time to identify if you have established clear roles and responsibilities and if your processes and procedures are standardized.
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Still have some apprehension about using cloud based technology? We get it; security and privacy doesn’t seem to be guaranteed. Let’s discuss one way we use cloud based technology here at VAG. We use a password sharing app where we can grant a specific type of access to different ranking individuals throughout our organization. This allows us to get access without revealing the actual password. That means the password can be shared with us without us ever seeing it. You might be asking yourself, “Why would I want to share a password?” The answer is simple… it's easier and more efficient when we are able to get in the various tools versus constantly asking, “Hey, can you send us this?” or “Hey, we need access to this.” or “Can you download this report and send it to us?” It's better for us to have that direct access, while also ensuring that the access is controlled. When we are no longer using it, or if we're no longer working with you, we ensure that you remove our access in order to protect you. Join the Accounting For Good membership community to help take your organization’s fiscal function to the next level! Link in the comments.
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Your accounting software should be owned by your nonprofit. There have been many times where orgs were forced to start over because their desktop file was owned by the accountant who couldn’t (or wouldn’t) turn it over. That’s why we love QBO. You retain admin access while adding us as accountants. If and when the engagement ends, you retain the software and can remove our access. This way you keep the file, you control the access, and you keep continuity. Don’t be bamboozled into thinking your accountant has to own it and you lack control.
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