Charity finance is more challenging than it looks
Finding the right accounting software for Charities and Not for Profits
Finding the right accounting software for not-for-profit organisations is important, but it’s only part of the challenge. Getting it configured, integrated and working within each charity’s unique structure is where most teams need help.
Today, charity finance teams are under constant pressure to keep the organisation financially healthy while costs rise and funds are scarce. Whitegate helps charities build the system, processes and reporting they need to stay in control
Some of the charities we have worked with
When financial stability and
control are priorities
Some of our charity clients are going through a period of significant change.
Perhaps the leadership team has changed and they need to quickly understand whether the finance function is working well.
Maybe they’ve been through a financial shock, a collapse in income, a loss of major funding, or a restructure. At this point, the finance team is central to their ability to stabilise and recover.
We’ve worked with charities at exactly these moments. We come in quickly, assess the operation and identify what needs to change. That might mean:
Simplifying an overcomplicated system
Migrating to a more appropriate platform
Rebuilding reporting so the leadership team have better visibility
Providing interim financial leadership while a permanent appointment is made
The challenges Whitegate
helps charities solve
Accounting software for not-for-profit organisations needs to be configured to handle fund accounting, restricted income, Gift Aid, VAT partial exemption and the specific reporting requirements of the Charity Commission. Getting that right while also keeping the organisation on track takes experience.
Fund accounting
Clean fund accounting starts with a properly structured chart of accounts and a system configured for the way your charity actually works.
Audit readiness and governance
To meet Charity Commission reporting requirements, a team that runs efficiently, with clean processes and well-structured data, makes audit straightforward and keeps governance risk low.
Reporting to Trustees
Management accounts that need to be explained or that arrive too late to be useful, limit the board’s ability to make good decisions. Effective reporting relies on clean data and good design.
VAT and Gift Aid complexity
Handling VAT and Gift Aid correctly requires both technical knowledge and system configuration. Getting it wrong means real financial and regulatory risk.
Implementing new
charity accounting software
Choosing the right system, preparing properly for implementation and managing the transition without losing operational continuity takes knowledge and expertise.
Finance leadership gaps
A sudden departure, financial instability or a period of growth can leave a charity’s finance function without the senior leadership it needs at that moment.
Charities come to Whitegate
when something isn’t working
Month End
Month-end takes too long because of manual processes and dependency on spreadsheets
Restricted Funds
Restricted and unrestricted funds are difficult to track and report on accurately
Management Accounts
Management accounts need too much explanation before trustees can engage with them
Not suitable for NFP
The current system wasn’t designed for not-for-profit accounting and is showing its age
No Internal Capicity
No one internally has led a system migration before
Additional calculations for VAT
VAT partial exemption and Gift Aid are being managed manually
Over-reliance on one person
A key person has left and they need experienced interim cover quickly
Choosing the best accounting software for charities in the UK
There is no shortage of charity accounts packages on the market, but is your organisation ready to get the most from a new system?
Implementing a new charity accounting system won’t fix a poorly structured chart of accounts, incorrectly configured fund accounting or a reporting framework that doesn’t meet your governance requirements.
Before you commit to a system, it pays to get an independent view of what you actually need and what needs to change before you start.
Whitegate is software-agnostic. We have no preferred system and no referral arrangements with any vendor. For more than 30 years, we’ve been helping charities assess their options honestly, prepare properly for implementation and make sure their chosen system delivers what they need.
