Regional nonprofit: fund accounting that survives audit week
A Mid-Atlantic nonprofit (~$18M annual budget) ran grants in spreadsheets and the general ledger in QuickBooks. Board packets took days to assemble. We moved them to Acumatica fund accounting with grant dimensions they could maintain.
Audit asked questions the spreadsheets could not answer
Program staff tracked grant spend in their own files. Finance retyped summaries. Reconciliations before the annual audit burned weeks. Leadership wanted one place for restricted funds — not another consulting slide deck about “transformation.”
Fund accounting first; reports second
We implemented Acumatica with fund and grant structure the finance director helped design, migrated opening balances carefully, and built the board package from ERP inquiries. Program managers got simple entry paths — not a second full ERP UI. No AI layer; that was not the problem.
Main pieces of the work
Fund structure
Restricted / unrestricted funds mapped with the finance director.
Grant tracking
Dimensions and project codes for major awards.
Opening balances
Reconciled conversion with dual entry checks.
Training
Short sessions for finance and program leads, then office hours.
- Acumatica (fund accounting)
- Data migration scripts
- Generic Inquiries
- Bank feeds / AP
- First month-end closed from Acumatica without a parallel QuickBooks set of books
- Board financials pulled from the same system as the GL
- Grant questions in audit were answered from ERP history, not email threads
- Finance time on packet assembly dropped enough to end weekend prep cycles
Grants and GL still live in different files?
We focus on fund structure and a close you can repeat — not a six-system “transformation.”