Features
Nonprofit accounting, grants and payroll in one system
Everything below is available in SmartLedger today. Optional modules can be switched on and off for each organisation; which ones you can use depends on your plan.
Nonprofit Accounting
Double-entry books built for nonprofits: payment and income vouchers, journals, a ready-made nonprofit chart of accounts, restricted and unrestricted funds, and closed periods.
- Payment and income vouchers with several expense lines, receipts and supporting documents attached
- Ready-made nonprofit chart of accounts (236 accounts) you can extend with your own groups and accounts
- Restricted and unrestricted funds, donor and project restrictions, with warnings before restricted money is overspent
- Manual journals, opening balances, bank and mobile money accounts
- Bank reconciliation and bank statement import
- Closed periods: lock a month once it is reconciled
- Cash or accrual basis
- Pledges, subscriptions in arrears and income received in advance
Financial Statements and Reports
Statement of Financial Position, Statement of Activities, Cash Flows, Functional Expenses, Changes in Net Assets, trial balance and general ledger, for any period, in PDF or Excel.
- Statement of Financial Position and Statement of Activities
- Statement of Cash Flows, Functional Expenses and Changes in Net Assets
- Trial balance, general ledger and transaction detail
- Budget versus actual and expenses by department
- Management report to the board with commentary drafted from your books
- Any period, with comparatives, filters by project, donor restriction or grant
- Print, save as PDF or export to Excel, with your logo and signatures
Grants and Donor Management
Grant register with awards, instalments, approved budgets and reporting schedules; donor statements and receipts; donor report templates and secure report sharing.
- Grant register: funder, award, agreement, period, revenue recognition, indirect cost rate and cost share
- Approved grant budgets, budget revisions and expense linking to budget lines
- Funds received in instalments, grants receivable and award balance
- Reporting schedules with reminders, programme reports and 20 grant financial reports
- Donor report templates with version control and approval before submission
- Donor statements and donation receipts
- Secure report sharing: private links that expire, view-only or download, and email to donors
Budgets and Project Accounting
Organisation, project and fund budgets with approval and revisions, budget versus actual, and every transaction tagged to its project and restriction.
- Budgets for the whole organisation, general funds, one project or one restricted fund
- Prepare, submit, approve and lock; revise with version history
- Copy last year's budget or fill from last year's actual figures
- Budget versus actual reports for any period
- Projects and programmes tagged on every income and expense line
Uganda Payroll
Employees, monthly pay runs, PAYE, NSSF and Local Service Tax, payslips, and the URA PAYE return and NSSF schedule, posted to the ledger.
- Employees paid in UGX or USD, allowances, deductions and cost split across projects and grant budget lines
- PAYE (resident and non-resident bands), NSSF 5% and 10%, Local Service Tax instalments; rates are editable and dated
- Approve and post one balanced payroll journal; record net pay, PAYE, NSSF and LST payments
- Payslips with your logo and signature
- Fills URA's own DT-2008 PAYE return template and NSSF's contribution schedule
- Return deadlines on the home screen and in the calendar
Procurement and Inventory
Requisitions, quotations, purchase orders, goods received notes, three-way matched supplier bills, stores, issues, distributions and stock counts.
- Requisitions (also from the phone) with approval by someone other than the requester
- Quotations, purchase orders and goods received notes
- Supplier bills with three-way match and supplier payments
- Stores in several locations: receipts, issues, beneficiary distributions, transfers and stock counts
- Batch and expiry, reorder alerts, weighted-average or FIFO cost
- Stock movements posted to the ledger automatically, with an inventory reconciliation report
Beneficiary and Programme Reporting
Results framework with indicators and targets, reported results with evidence and approval, and beneficiary records with consent and privacy controls.
- Programmes, outcomes, outputs, activities and indicators with baselines and targets
- Results reported with evidence and approved by someone else
- Indicator performance tracking table and programme dashboard
- Beneficiary records for individuals, households and groups, with consent, assistance, attendance and follow-ups
- Privacy enforced by the server: beneficiary records are only sent to people the Administrator chooses
- Import from Excel, KoboToolbox, ODK or Google Forms exports
Fixed Assets
Asset register with tags, locations and custodians, straight-line depreciation posted monthly, transfers and disposals with gain or loss.
- Register with tag, category, serial, location, custodian and funding
- Straight-line depreciation calculated monthly and posted when you choose
- Transfers between custodians and locations with history
- Disposals with catch-up depreciation and gain or loss
- Fixed asset register, depreciation schedule and verification sheet
Multi-currency Accounting
Record in UGX or USD at the day's rate or your own, see both on every voucher, and consolidate entities that keep books in different currencies.
- Each organisation chooses its base currency
- Enter vouchers in UGX or USD; SmartLedger converts at the rate for the voucher's date, or your own rate
- Consolidation of entities with different currencies using closing, average and historical rates, with a translation reserve
- Prices for SmartLedger itself in USD or UGX
Team Collaboration and Audit Trails
Administrator, Accountant, Bookkeeper and Auditor roles, approvals by a second person, field staff receipts from the phone, and an audit trail nobody can shorten.
- Administrator, Accountant, Bookkeeper and Auditor roles, with permissions you can adjust per role
- Approvals: what one person prepares, another approves and posts
- Field staff submit receipts with a photo from their phone; the Accountant reviews and approves
- An audit trail of every change that nobody can shorten, with notes
- Several organisations or entities under one sign-in, each kept separate
Coming soon
On the roadmap, not available yet
We would rather tell you plainly what SmartLedger does not do yet.
Direct bank feeds
Automatic import of transactions from your bank. Today you import bank statements as files.
Paying suppliers from SmartLedger
Sending payments to suppliers or staff directly. Today you record payments made through your bank or mobile money.
Electronic signatures
Signing approvals with a certified e-signature service. Today approvals are recorded with the approver's name and time.
Ready to Bring Clarity to Your NGO's Finances?
Start a 30-day free trial with your own books, or let us walk you through SmartLedger with an example NGO.