One major challenge facing non-profits in Kenya is financial constraints. The funding hurdle stems from other related factors, including a lack of consistent donor funds, operational problems, and difficulty in demonstrating impact. Believe it or not, bookkeeping is at the center of it all. Bookkeeping can make or break your NGO. How so?

The purpose of bookkeeping is to keep clear, accurate, and concise financial records that can be accessed at all times by stakeholders. These stakeholders include donors, regulatory bodies, KRA, and board members. Without proper bookkeeping, financial constraints within the organization are inevitable. This is because bookkeeping shapes decision-making, eliminates fraud and embezzlement, and builds donor trust.

Yet, bookkeeping is not an easy feat when you have other important things to do in the organization. There are funds to mobilize, projects to be done, and impact to be demonstrated. Amidst all this, you need to ensure your financial books are in order. There is so much to do, with little time. Enters outsourced NGO bookkeeping.

At Gichuri & Partners, we step in for you, handling all your bookkeeping needs to give you time to handle administrative and other important issues in your organization. For over a decade, we have helped Kenyan non-profits grow and impact society through meticulous bookkeeping services.

Why Bookkeeping is Important for NGOs in Kenya

It’s no secret that non-profits are sustained by grants and donations, which demand financial accountability and trust. You can’t have financial accountability and trust without accurate bookkeeping. Here’s why your organization needs NGO bookkeeping services:

• Promotes trust and transparency: Bookkeeping for NGOs boils down to donor compliance and fund usage. Maintaining accurate and transparent records enhances donor confidence in the cause and demonstrates accountability in spending.
• Compliance: The NGOs Coordination Board, the Kenya Revenue Authority, and donors expect timely financial reporting and other relevant records from NGOs. Timely and meticulous bookkeeping ensures your organization is compliant with all the requirements.
• Budgeting and decision-making: Fund usage significantly influences how the organization operates, from budgeting to grant applications and fundraising. Without clear books, you can’t make the right decisions for your NGO.
• Cash flow management: Just like in for-profit businesses, cash flow is critical to the operations of an NGO. Good bookkeeping provides insights into the incoming funds (donations and grants) and outgoing funds (expenditures). In case of inconsistencies, you can identify cash shortages on time to avoid total failure of the organization.

Our NGO Bookkeeping Services

At Gichuri & Partners, we provide the best bookkeeping services for non-profits. We tailor the solutions to meet your NGO’s unique needs for utmost transparency, accountability, and audit readiness. Here’s what we can do for you:

• Daily and Monthly Transaction Recording: We record every transaction, including donations, grants, and expenditures, to paint the correct financial picture of your organization at any given time. Whether you want a daily or a monthly recording, we will discuss the best way forward for your non-profit.
• Donor Fund Tracking and Compliance: Donor tracking and management are critical to non-profit bookkeeping. We help you choose and set up the right donor management and fundraising software, from DonorPerfect and Kindful, to Bloomerang, and Little Green Light.
• Setting Up Bookkeeping Software: Manual bookkeeping is a thing of the past, thanks to modern bookkeeping software like QuickBooks, Xero, and Sage. Our expert team helps you choose the right software for you, set it up, and provide ongoing support.
• Cash and Bank Reconciliation: Fraud and mismanagement of cash are a thorn in the flesh for most non-profits. We regularly reconcile petty cash and such transactions with your bank balances and records to rule out discrepancies. Doing this builds trust with your donors, ensures financial accuracy, and streamlines spending.
• Preparation of Financial Reports: Financial reports are needed for various purposes, including tax submissions, statutory regulations, internal controls, and board oversight. We help you prepare accurate and timely financial reports whenever you need them. This can be monthly, quarterly, or annual reporting.
• Donor and Grant Reporting Support: Bookkeeping cuts through donor reporting requirements, grant monitoring, and restricted and unrestricted funds. We prepare detailed reports that meet donor requirements, schedules that reflect donor-provided formats, and classify funds into restricted and unrestricted for clarity.

Why Choose Us for Your NGO Bookkeeping Needs?

Meticulous bookkeeping starts with choosing the right partner for your unique needs. This is why Gichuri & Partners stands out among local and international NGOs, and why you should choose us for your bookkeeping needs:

• Proven Expertise: Our NGO bookkeeping team consists of seasoned accountants and professionals with deep knowledge in NGO finance. We understand the unique needs of non-profits, including donor requirements and formats, compliance requirements, tax issues, and reporting.
• Decade-long Experience: Science has proven that experts are made, not born. At Gichuri & Partners, we’ve been sharpening our NGO bookkeeping skills for over a decade. When you work with us, you pick the best minds that understand NGO finance and accounting.
• In-depth Understanding of NGO Operations: We understand non-profit operations and how bookkeeping influences internal and external controls. Whether you are a grassroots CBO or an internationally funded non-profit, we have the skills and the resources to keep your books in order. This in-depth understanding allows us to offer more than compliance-oriented bookkeeping.
• Trusted By Hundreds of Local and Global NGOs: We have served hundreds of non-profits, including faith-based organizations, humanitarian agencies, and advocacy networks for the last ten years. These are repeat clients who trust our bookkeeping services.

NGO Clients We Serve

We work with a diverse range of non-profits, from faith-based empowerment organizations and human rights advocacy groups to environmental agencies. Here’s who we proudly serve at Gichuri & Partners:

• Humanitarian and relief NGOs
• Health and medical non-profits
• Faith-based organizations (FBOs)
• Environmental conservation NGOs
• Governance and advocacy NGOs
• Education and child welfare NGOs

Get Expert NGO Bookkeeping Services to Strengthen Your Financial Backbone

Bookkeeping is more than having your financial books in order. It is the backbone that holds together your non-profit by fostering transparency, accountability, and trust. Let us help you stay donor-compliant, fraud-proof, and audit-ready through impeccable bookkeeping services. Our deep understanding of non-profit finance and years of proven experience have made us the go-to for NGOs across Kenya and beyond. Ready to get started? Book a Free Consultation