Invoice Crowd bills the sponsors, grant funders and member organizations that pay you, files what you spend against a named expense account, and rolls both into a profit and loss, balance sheet and trial balance your treasurer, board or auditor can work from.
What is inside
A non-profit's books have to answer two questions: who still owes you, and what happened to money that was given for a purpose. Both are answered from the same entries.
Sponsors, funders, members and anyone else you bill
Funders and sponsors are customer records, with their own contacts, currency and payment terms. Bill against a grant reference, a purchase order number or a cost center using custom fields, and the invoice carries your organization's logo and the wording your finance policy requires.
A corporate sponsor paying quarterly, a partner organization on an annual agreement, a service contract billed every month. Set the amount, the schedule and the start date once and the invoice is raised and sent on each date without anyone marking a calendar.
Filed to an account, not to a memory
Each payment out is posted to an account from a chart that arrives with 165 of them, 103 on the expense side. Add accounts for the categories a funder asks you to report against, and attach the receipt to the entry so the evidence stays with the figure.
Set what a program is meant to spend on each account and read the variance while there is still time to act on it. Budget against actuals sits next to the ledger it draws from, so the figure a trustee questions can be opened down to the entry that produced it.
The pack a treasurer or an auditor asks for
Income and expenditure across the year in monthly columns, a balance sheet as at any date, a trial balance that has to balance, and a cash flow statement drawn from the same postings. Nothing is retyped from a spreadsheet, so a question at a board meeting has an answer underneath it.
Where a program has to keep its own books, give it a business profile: its own logo on documents, its own invoices, its own accounts and its own statements, all under one login. Plans carry one profile on SOLO up to ten on BUSINESS.
Also included
All of this is in the same subscription, whether you are a two-person charity or a foundation running several programs.
Funders open, download and pay their invoices in one place instead of asking for a resend.
PayPal, Stripe, Razorpay, Square, Payoneer, Braintree, Authorize.net, Airwallex, GoCardless, PayFast, PayTabs, Telr, PhonePe and M-Pesa attach to the invoice.
Bill an overseas funder in the currency of the grant while reporting in your base currency.
Set out a piece of work for a funder and collect an approval signature online.
Invite a bookkeeper, a program lead or a treasurer and give each the access they need.
Connect the tools you already run; Zapier alone reaches more than 5,000 apps.
Have the month's figures arrive by email before the meeting rather than after it.
Open a total and read every posting behind it, back to the invoice or expense.
Tie the ledger to the bank statement period by period, so nothing is missed at year end.
Enter what a supplier charges as a bill, and raise a purchase order first when spend needs approval.
Post an adjustment or a year-end correction directly to the ledger, with both sides of the entry recorded.
Enter what each account held on the day you started, so the first year's statements are complete.
Questions
It is invoicing and accounting software rather than a donation platform. Money in is recorded as an invoice or an income entry against an account you choose, so sponsorship, grants, membership fees and service income all land in the same ledger and the same statements.
There are two mechanisms and they work together. Give a program its own business profile when it needs its own books, and use dedicated income and expense accounts within a profile for everything else. Budget vs actuals then shows what each account has left.
Profit and loss by month, a balance sheet as at a date, trial balance, cash flow, and the general ledger behind all of them. Alongside those sit aged debt, expense and income reports. Each one exports to spreadsheet or PDF, or arrives by email on a schedule.
Yes. Business profiles keep a program's invoices, accounts and statements to itself, with its own name and logo on documents. The SOLO plan includes one profile, PRO two, TEAM five and BUSINESS ten, so a second set of books does not need a second account.
Yes. An invoice can be raised in the funder's currency while your accounts continue to total in the one currency you report in. That keeps a euro grant and a dollar grant comparable in the same income statement without anyone converting figures by hand.
SOLO is $10 a month, or $9 on annual billing, and covers one business profile and 100 customer profiles. Every plan starts with a 30-day free trial and no card. There is also a free forever plan with unlimited invoices, one profile and PayPal.
Bill the funder, file the spend, and let the statements assemble themselves from the entries behind them. Thirty days is long enough to run a month of your own figures through it.
