Donor tracking & maker-checker vouchers
Record donations to the donor, tag spend and payroll to the project, hold vouchers in maker-checker until finance approves, then read tagged income and expense on the project report — with the same Nigerian tax, payroll, and activity log as the rest of AiBiz.
EU WASH · 2026
YTD · All offices · Virtual budget ₦52.0m| Line | Actual |
|---|---|
| Field stipends (payroll tag) | ₦12.1m |
| Borehole materials | ₦14.8m |
| Transport & admin | ₦4.5m |
From donation to a report the board can follow
The same project carries the virtual budget, tagged receipts, approved spend, and the pack you attach for the donor.
Receive
Donor partner + donation income. Not a silent cash book.
Plan
Project and category. Set the virtual expense you will report against.
Spend
Expenses and payroll tagged to the project. Optional approval queue.
Show
Project report + GL + activity log. Export and attach to the donor pack.
Grants sit on a partner, not in “sundry”
Charity mode gives you a donor register and a donations income list. Each receipt names the donor, the account, the office, and optionally the project. The dashboard counts donors and donations for today, the week, and the month — so inflow is not a rumour.
- Donor partners with the same master file as vendors and staff
- Donation register separate from investments and other income
- Partner report shows donation history on that donor
| Ref | Donor | Project | Amount |
|---|---|---|---|
| DN-4412 | EU WASH | EU WASH 2026 | ₦12.0m |
| DN-4398 | GAVI | Cold chain | ₦4.5m |
| DN-4381 | Local appeal | Unrestricted | ₦0.3m |
The envelope lives on the project
Every grant is a project: title, category, dates, and a virtual expense figure — the virtual budget you promised the donor. Tag donations, expenses, and payroll to that project. Allocate a slice of shared vouchers (rent, HQ power) by percentage so one programme does not carry all overhead.
- Open versus closed projects; filter by category and office
- Virtual expense vs tagged actuals vs allocated overhead
- Same project report used by consulting firms — income, expense, net debt
EU WASH · 2026
1 Jan – 31 Dec · Active| Setting | |
|---|---|
| Virtual expense | ₦52,000,000 |
| Category | Water & sanitation |
| HQ rent allocation | 18% |
| Offices | Abuja + two field |
Maker-checker that actually holds the books
Turn on expense approval. Staff with Record for Approval save a voucher; it sits in Pending Approval and does not hit cash, bank, or P&L. Approvers open receipts, check the project and bank, then approve or reject. Approval posts immediately. Rejection keeps a note in the trail.
- Field office records; finance in Abuja approves
- Pending spend cannot masquerade as posted spend
- Who recorded and who approved is in the activity log
| Voucher | Office | Project | Amount | |
|---|---|---|---|---|
| EX-9021 | Birnin Kebbi | EU WASH | ₦840,000 | Review |
| EX-9024 | Abuja | Unrestricted | ₦95,000 | Approved |
| EX-9028 | Gusau | GAVI cold chain | ₦1.2m | Review |
Pending vouchers are off the ledger until approved.
Stipends and salaries tagged like any other cost
Field stipends and programme staff still run through payroll — PAYE and other deductions included. Tag the payment to the project so the grant report shows labour next to materials, not a separate Excel sheet the auditor cannot tie.
- Same statutory deductions as a commercial employer
- Linked expenses on a payroll payment when you need extras on the same job
- Privileges so field HR cannot open donor or bank reports
| Staff | Office | Project | Net |
|---|---|---|---|
| Field officer × 8 | Kebbi | EU WASH | ₦1.92m |
| Cold-chain tech × 2 | Gusau | GAVI | ₦0.64m |
Several offices, one organisation
Each field site is a branch. Local staff work only their office. Headquarters consolidates donors, spend, and payroll. Move funds between offices with a documented transfer instead of a WhatsApp instruction.
- Combined or single-office project report
- Banks and cash per office
- Period lock by branch when that office’s month is closed
| Office | Inflow | Spend | Pending |
|---|---|---|---|
| Abuja HQ | ₦28.0m | ₦9.4m | 1 |
| Birnin Kebbi | ₦12.2m | ₦14.1m | 3 |
| Gusau | ₦8.0m | ₦7.9m | 2 |
Income, spend, envelope, and debt in one view
Open a grant and switch summary, costing, expense & debt, and profitability. See donation and other income, purchase and other expense, virtual expense, allocated overhead, overall net, and net debt. Print or export the same figures you put in the donor pack.
- Drill from the programme list into one project
- Date ranges from today through the year, plus custom
- Training or shop sales tagged here when they belong on the grant
| Project | Spend / envelope | Net debt |
|---|---|---|
| EU WASH 2026 | 60% | ₦0.4m |
| GAVI cold chain | 44% | — |
Who posted, who approved, what changed
Activity logs record creates, edits, approvals, and deletions. Period locks stop quiet edits after you closed a month. WHT on vendors still posts because you operate in Nigeria — charity type does not turn tax off.
- Export logs when the auditor asks
- Lock a branch period independently
- Same GL and P&L as a trading company, with donation income on top
| When | Who | Event |
|---|---|---|
| 23 Apr 09:14 | Amina (Kebbi) | EX-9021 submitted |
| 23 Apr 11:02 | Tunde (Finance) | EX-9021 approved |
| 22 Apr 16:40 | Tunde (Finance) | DN-4412 posted · EU WASH |
Ask remaining spend in plain English
Ask how much of the virtual budget is left, which vouchers are waiting, or what Kebbi spent this month. Answers come from live reports, not a guess.
What every business gets
Hotel, shop, factory, loans, NGO, or a firm — you still get accounts, tax, payroll, and control over who can see and change what.
You decide who can do what
Give each staff member their own login. Turn rights on or off: sell, discount, delete, open cash, change prices, see other branches, or open the books. A cashier can work the till without seeing payroll or bank.
Check the business from your phone
Owners and managers can see sales, stock, and staff activity from a phone, tablet, or laptop — without sitting at the shop or hotel.
Accounting that posts itself
Sales, purchases, deposits, and payments go into the books, profit and loss, balance sheet, and tax accounts. You do not retype them into another package.
Ask in plain English
Ask about occupancy, best sellers, overdue loans, or cash on hand. Answers come from live reports, not a guess.
Payroll and expenses in the same place
Salaries, deductions, allowances, running costs, and bank transfers sit next to your day-to-day work.
Several branches, one business
Run stores, hotels, factories, or field offices under one organisation. Look at one branch, or all of them together.
AiBiz vs. generic accounting software
See why NGOs replace shared spreadsheets with donor, project, and approval workflows.
| Capability | AiBiz NGO accounting | Traditional / generic accounting |
|---|---|---|
| Donor tracking | Donor partners, donation register, and project tags in one place | Grants posted as miscellaneous cash |
| Virtual budget | Virtual expense on the project vs tagged actuals and allocated overhead | A budget workbook that never meets the ledger |
| Approvals | Maker-checker: pending vouchers stay off the GL until approved | Shared Excel passwords and WhatsApp sign-off |
| Payroll on the grant | Tag stipends and salaries to the project; PAYE still posts | A payroll file the auditor cannot tie to the grant |
| Multi-office operations | Branches for field offices, transfers documented, consolidated at HQ | Separate books that never quite reconcile |
| Audit & close | Activity log plus period locks by office | Last year’s pack quietly edited in May |
| Staff access | Each person gets a login. Record without approving or seeing payroll | One password for the field laptop |
| AI programme assistant | Ask remaining spend versus budget in plain English | None — static legacy menus |
Frequently asked questions
How do we track donor income?
Record donor partners and donation income so grants are not buried as miscellaneous cash. Each receipt sits on the donor, the donation register, and — if you tag it — the project report.
Can field offices work separately?
Yes. Treat offices as branches. Head office sees combined reports; local staff only work in their office, with the rights you give them. Transfers between offices are documented, not informal.
Do expenses need approval?
You can switch on maker-checker. Field staff record a voucher; it waits in Pending Approval and does not post to the general ledger or P&L until finance approves. Rejected vouchers stay in the log with notes.
How do we report against a grant budget?
Set a virtual expense figure on the project — that is the virtual budget you report against. The project report compares tagged actuals (and allocated shared costs) with that figure, alongside P&L, GL, and the activity log.
What is virtual expense versus allocated expense?
Virtual expense is the grant envelope you put on the project. Allocations let you share a real voucher (rent, power, HQ admin) across programmes by percentage, so overhead is not dumped on one grant.
Does Nigerian tax still apply?
Yes. WHT on vendors and payroll deductions work the same as for any Nigerian employer. Charity / NGO is a business type on the profile; tax still posts from your settings.
Can we separate field staff from finance approval?
Yes. Each person gets a login. Field staff can stay in their office (branch) with limited rights. Finance can approve vouchers. You choose who posts, who approves, and who sees donor, payroll, and bank reports. Sensitive changes are logged.
Can we sell training or shop items as well as receive grants?
Yes. Service sales or retail sales sit in the same account. Tag them to a project when you want that income on the grant report, next to donations and spend.
Can we lock a closed period?
Yes. Period locks stop edits to a closed month by branch, so last year’s donor pack does not change after you sent it.
Give the board a trail they can follow
Track donors, hold vouchers until finance approves, tag spend to the virtual budget, and export a pack the auditor can follow.
One intelligent platform. Built for your industry.
Industry workflows, accounts, several branches, and an assistant you can ask in plain English — in the same system.
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