Template pack · Non-profit

NGO & non-profit

NGOs and CBOs: a funding pipeline, budget lines per grant with actual, committed and available, a budget check that can block overspending, budget revisions, indirect cost recovery, a donor financial report with a transaction annex, requisition-to-payment procurement, staff advances and a fund-aware chart of accounts.

24: capabilities set up
25: accounts & items set up
18: roles, boards & fields set up
15: automation rules set up

Start with this pack

What it carries a record through

1Prospect
2Concept note
3Proposal
4Award signed
5Grant set up & budgeted
6Requisition → LPO → payment
7Spend against budget
8Donor report
9Closeout

What your trade expects, and where it lives here

Built to the standard of the best systems in this trade

We worked out what a non-profit business expects from a top-tier system on day one, and set this pack up to do that work. Everything below runs in Rytrix today.

Funding pipeline

Funding opportunities pipeline
Calls and prospects move from concept note to award, with the deadline, the amount requested and the person writing.
CRM
Donor records
Each donor with its type, contacts, agreements, every grant and every shilling received.
CRM
Funding requests and tranche receipts
Reimbursement requests and tranche invoices go to the donor, and each receipt is allocated against them.
Sales

Grants & budgets

Donor budget lines
A grant's budget is built from a starter layout or line by line, in shillings and in the donor's currency at a fixed rate.
Grants
Actual, committed and available per line
Every budget line shows what has been spent, what approved purchase orders have committed and what is left, with untagged spend called out as unallocated.
Grants
Budget check before money is committed
Tagging spend to a line checks what is left on it; a grant set to block refuses the overspend outright, one set to warn lets it through and raises an alert.
Grants
Commitments without double counting
A purchase order commits its unbilled balance and drops out the moment its bill is posted.
Grants
Budget revisions on record
Once a budget is approved, every change to a line keeps the old figure, the new one, who changed it and why.
Grants
Indirect cost recovery
The agreed rate is charged on the grant's direct costs for a period and posted to the ledger, once per period.
Grants
Donor financial report
Budget, this period, cumulative, committed, balance and percentage used per line with category subtotals, printable on your letterhead, with every transaction behind it as a CSV annex.
Grants
A record per grant
Donor, award reference, start and end dates, budget holder, restriction, reporting frequency and the signed agreement, numbered from your own series.
Projects
Budget against actual, live
Every grant shows spend against its budget — amber at 80%, red when over — before the donor asks.
Projects
Costs tagged to the grant
Expenses, supplier bills and journal lines carry the grant, so the ledger can be read by grant as well as by account.
Finance
Workplan board per grant
Activities, owners and due dates on the grant's own board, with table, calendar and timeline views.
Projects
Donor reporting calendar
Narrative and financial reports due, per grant, on one board with owners — nothing submitted late.
Projects

Procurement & controls

Requisition to payment
Purchase requests from programme staff, approval above a threshold, LPO, goods received note, supplier bill and payment — in that order.
Purchases
Staff advances and surrender
Imprests are issued to an advances account and cleared by expense claims with receipts, approved before they are paid.
Finance
Segregation by role
The budget holder requests, finance approves and pays, and the auditor's login reads everything and changes nothing.
Settings
Audit trail
Who changed what and when, on every record.
Settings
Assets and stores
Donor-funded equipment and programme supplies are stocked, issued and counted.
Inventory

Books & people

Fund-aware chart of accounts
Restricted and unrestricted income, grants receivable, unspent grant funds and net assets by restriction arrive in the chart.
Finance
Withholding tax on consultants
5% on professional fees and 3% on contractual fees, with certificates tracked.
Purchases
Payroll with statutory deductions
PAYE, NSSF, SHIF and the Housing Levy, payslips and the P9; salary cost is journalled across grants at month end.
HR & Payroll
Spend by category and grant
Expenses by budget category, month by month, and income and expenditure per grant.
Reports

Before you log in

What is already there on day one

Pick this pack at signup and all of this is created with your workspace. Nothing is locked: rename it, add to it or delete what you do not use.

It calls things

customer Donor
project Grant

Documents numbered

GRT-2026-0001
LPO-2026-0001

Apps switched on

Assistant
CRM
Sales
Purchases
Inventory
Finance
HR & Payroll
Projects
Grants
Reports
Documents
Automations

Enquiry pipeline6

Prospect / call identified
Concept note
Full proposal submitted
Negotiation & due diligence
Awarded — agreement signed
Declined

Items that post to the right account5

Grant tranche / advance→ Unspent Grant Funds (Deferred Income)
Reimbursement claim→ Grant Income — Restricted
Indirect cost recovery→ Indirect Cost Recovery
Donation→ Donations
Donation in kind→ Donations in Kind

Seeded without prices — you set your own rates.

Catalogue structure17

Grant income — Grant tranche · Reimbursement claim · Indirect cost recovery
Donations — Individual donation · Corporate donation · In-kind donation
Programme supplies — Training materials · Relief & distribution items · Medical & WASH supplies · Agricultural inputs
Equipment & assets — ICT equipment · Vehicles & motorbikes · Office furniture

Ledger accounts added to the Kenyan chart20

1260Grants Receivable
1460Sub-grantee & Partner Advances
2470Unspent Grant Funds (Deferred Income)
3210Net Assets — Without Donor Restrictions
3220Net Assets — With Donor Restrictions
3230Designated Reserves
4110Grant Income — Restricted
4120Grant Income — Unrestricted
4130Donations
4140Donations in Kind
4250Indirect Cost Recovery
5610Programme — Personnel
5620Programme — Travel & Per Diem
5630Programme — Equipment & Supplies
5640Programme — Training & Workshops
5650Programme — Contractual & Consultants
5660Programme — Sub-grants
5670Monitoring & Evaluation
6960Exchange Gain / Loss
6970Audit Fees

Roles, ready to hand out5

Finance managerThe books, payments, payroll postings, grant budgets, indirect recovery and donor financial reports. Approves what is paid.
Programme manager (budget holder)Their grants, workplans, requisitions and expense claims. Sees every budget line's actual, committed and available — not the ledger.
Grants & compliance officerThe funding pipeline, donor records, agreements, budget lines, tagging spend and the donor reports.
Procurement officerRequisitions, quotations, LPOs, goods received and stores.
Auditor (read-only)Reads every module and report. Changes nothing.

On top of Owner, Administrator, Manager, Staff and Viewer.

Board: Donor reporting calendar

Every narrative and financial report owed to a donor, with the grant, the period it covers, the owner and the due date.

Not started
Drafting
Internal review
Submitted
Donor queries
Overdue

Columns: Owner · Due · Priority · Grant · Donor · Report · Period covered

Fields your trade needs on the record12

Grant: Award / agreement reference · Restriction · Grant currency · Award amount (grant currency) · Indirect cost rate (%) · Reporting frequency · Next report due · Donor budget format
Enquiry: Call / opportunity reference · Submission deadline · Our role
Donor record: Donor type

Automation rules15

Follow up a new enquiry within a dayOn
Turn a won lead into a quotationOn
Log why you lost the jobOn
Alert the owner when a PO needs approvalOn
Send the approved PO to the supplierOn
Check the delivery against the POOn
Schedule the supplier paymentOn
Send the remittance adviceOn
Approve staff expense claimsOn
File the receipt for a paid expenseOn
Tell the owner when money landsOn
Send leave requests to the managerOn
Approve the bank file after payrollOn
Send payslips and file PAYEOn
Set up the grant when an award is signedOn

Internal alerts and tasks start switched on. Anything that messages your customers waits until you have connected SMS or WhatsApp and read the wording.

Units, price lists, stores, departments

Stores: Main Store · Programme stores
Departments: Programmes · Grants & Compliance · Monitoring & Evaluation · Procurement & Logistics

Wording on your documents

purchase order: This order is issued under the organisation's procurement policy. Supply strictly as specified; deliveries are checked against this order before acceptance. Invoices must quote this LPO number and be supported by a delivery note and an eTIMS tax invoice. The organisation does not pay facilitation fees; report any request for one to the Executive Director.
invoice: Funds requested in line with the grant agreement and the approved budget. Kindly remit to the bank account shown and quote the grant reference.

A starting point — every word is editable under Settings → Print templates.

The numbers this trade runs on

Reports that are already wired

Each of these is a screen in the product, computed from the same records the business runs on — not a spreadsheet to keep in step.

Burn rate against time
Actual ÷ budget compared with time elapsed ÷ grant duration, for every grant, with under- and over-spend flagged.
Budget against actual by line
Budget, this period, cumulative, committed, balance and percentage used, per budget line and category.
Indirect costs recovered
The agreed rate on direct costs, period by period, and what has been posted.
Spend by budget category
Expenses by category and by month.
Grants receivable
Claims and tranches invoiced to donors and not yet received, by age.
Income and expenditure
Restricted and unrestricted income less programme and support costs.
Supplier balances
What is owed to suppliers and consultants, by age.
Withholding tax
Withheld from consultants, remitted and pending.
Funding pipeline
Open opportunities weighted by stage probability.

Start with the NGO & non-profit pack.

First month free · no card needed · everything above is there when you log in.

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