Fund accounting
Restricted and unrestricted balances stay separate from entry to report.
For nonprofit finance directors
One record for every board, filing, and funder.
Start with the bank exports, spreadsheets, or QuickBooks file you already have. OpenBooks keeps every fund distinct, closes the books, and prepares the reports. Your staff and board review every consequential decision.
No migration project. No black-box score. No filing without an authorized human.
Finance workspaceBooks current
Board meetingAugust finance packet
Ready for reviewOperating cash$842,190Verified
Restricted funds$316,4208 funds
Program ratio78.4%YTD
Expense by functionYear to date
✓ 126 transactions sourced2 items need review
Real Hawaiʻi nonprofit records, already on file
Replace the parallel spreadsheets
The same books power every audience.
Classify the transaction once. The board, funder, donor, and preparer each get the view they need from the same evidence-backed record.
Board reporting
Current cash, variance, and decisions arrive in one review-ready packet.
Filing support
The 990 and grant reports trace back to classified transactions and evidence.
Your first close
Begin with what you have. Leave with books the board can use.
OpenBooks does not make your team rebuild the past before it can help. We take the current source material, establish the fund map with you, and turn the first close into the operating pattern for every month after it.
Start your nonprofit record- Day 1Bring the record you have
Bank exports, a spreadsheet, or QuickBooks. No forced conversion before the work begins.
- First weekConfirm funds and reporting rules
Your team approves the fund map, restrictions, programs, grants, and materiality choices.
- First closeReview the exceptions
OpenBooks resolves the routine work and brings staff only the missing evidence and judgment calls.
- Every monthReuse the same verified record
Board packets, grant reports, and filing support come from the books—not parallel spreadsheets.
What OpenBooks owns for a nonprofit.
The fund accountant’s job, held by one teammate, period after period — and a record that is the byproduct of the classification being done right.
01Bank activityEvery transaction arrives
→02Fund + functionPurpose stays attached
→03EvidenceSource files stay linked
→04ReportsOne record, many views
Fund accounting
Donor-restricted and unrestricted money kept distinct, so nothing is spent out of the wrong bucket.
Functional classification
Revenue and expense coded into the program, management, and fundraising categories the 990 and the board need.
Evidence collection
The backup gathered and attached to each reported cost, ready for a funder or an auditor.
Board reporting
The board financials and functional-expense breakdown assembled from the record and handed to staff for review.
Donor & grant reporting
Donor and grant reports drafted to the format each funder expects, traceable to the underlying entries.
The boundary does not move. OpenBooks prepares the numbers and the evidence; staff and the board review, certify, and govern. It never moves money, never signs a return, and never rewrites a record it has already sealed — including on our own instruction.
Donor transparency
Make the proof as clear as the mission.
Nonprofits with a Candid Seal of Transparency raise 62% more on average.
OpenBooks organizes the financial and organizational details your nonprofit needs to complete its Candid profile. Your team reviews and submits directly to Candid, which decides whether to issue the seal.
OB
Public Financial RecordYour organization
Financial information prepared for review and public verification.
- ✓ Latest Form 990 on file
- ✓ Board-approved financials
- ✓ Revenue and expense sources
- ✓ Leadership and program details
Source-linked · Human reviewed
Reporting calendar
The reporting a US nonprofit actually faces.
OpenBooks drafts the support from the record; staff and the board review and file. Only what we can cite is stated as a rule.
- IRSForm 990 / 990-EZ / 990-N annual returnannual
990-N when gross receipts are normally ≤ $50,000; 990-EZ under $200,000 receipts and $500,000 assets; full 990 at or above. Due the 15th day of the 5th month after fiscal year-end.
- State charity regulatorState charitable solicitation registrationannualvaries by state — not modeled with a specific form
Requirements vary by state; not modeled with a specific form here.
STATEAnnual registration
FORM9902026
Return of Organization Exempt From Income Tax
Prepared from the same classified, evidence-backed record.
- Revenue and support
- Functional expenses
- Program service detail
- Governance disclosures
Questions a finance director asks first.
Does OpenBooks file the 990?
No. OpenBooks drafts the numbers and the supporting evidence from a verifiable record; an officer of the organization reviews, signs, and files the return. That boundary does not move.
Do you keep restricted and unrestricted funds separate?
Yes. Donor-restricted and unrestricted balances are tracked as distinct fund positions and are never commingled inside the record.
Where does the board reporting come from?
From the same classified record the 990 draws on. Ahead of each meeting, OpenBooks assembles the board packet, functional-expense breakdown, and grant status directly from the underlying entries — not a separate spreadsheet.
Can we see real organizations first?
Yes. The /nonprofits/ index lists the Hawaiʻi organizations already on file with their EIN, filing history, and every value linked back to the IRS or ProPublica source that published it. Nothing there is scored or rated.
Start with the work off your plate.
Point OpenBooks at the accounts and the fund structure. It maps them once, keeps the funds straight through the year, and hands staff and the board the reports ready for review. The records above show the kind of verifiable trail it works from.