Numbers your board, your funders, and the IRS can trust.

Nonprofit financials, grant reporting, board reporting, and Form 990 filing, all in one place. We keep your books clean and your filings current, so you can spend your time on the mission instead of the paperwork.

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Where this helps

Nonprofit accounting is a different animal.

Plenty of bookkeepers, and even some accountants, won't touch a 990 or a grant report. The rules are different, the reports are different, and the people reading them (your board, your funders, the IRS, and the donors who look you up) all want different things. So the books often end up with a volunteer, a founder, or a spouse working late at night.

This is everyday work for us. We know nonprofit accounting software, we know grants, and we know the 990, so the organization gets books that are consistent, current, and ready whenever someone asks.

Current financials open doors that stay shut when you're behind.

Sound familiar?

The things that keep nonprofit leaders up at night.

A year or two behind on the 990

Life, programs, and a busy season got in the way, and now there's a stack of returns to file. Three missed years in a row and the IRS automatically revokes tax-exempt status.

Grant dollars in the wrong bucket

Every funder wants to know how much of their money went where. If expenses aren't tagged to the right grant as they happen, it takes a weekend to answer one question.

Funder rules that change mid-cycle

A major grantor stops covering travel, or changes what counts as an allowable cost. Suddenly you're moving the pieces around to keep programs funded.

No clear view of what each program costs

Venues, performers, supplies, staff. Without costs tracked by program or event, next year's budget starts as a guess instead of real history.

An IRS record that doesn't match

You changed your name, but the IRS and the nonprofit registry still show the old one. Donors and grantors who look you up see a mismatch.

Contractor or employee?

Teachers, artists, and crew are paid by check as contractors. As you grow, it's hard to know when someone has become an employee in the IRS's eyes.

What you get

Four things every nonprofit needs, handled.

Nonprofit Financials

Books built for a nonprofit

Clean, consistent, and current.

Monthly bookkeeping in your accounting software, set up the way a nonprofit needs it, with every revenue stream tracked separately and expenses tagged to the program they support.

Statement of financial position and statement of activities
Restricted and unrestricted funds tracked separately
Donations, grants, ticket sales, dues, and merchandise sales, each recorded on its own
Program, event, and production cost tracking
Catch-up and cleanup when the books have fallen behind

Grant Reporting

Every dollar where the funder expects it

Ready when the report is due.

We tag expenses to the grant that funds them as they come in, so budget-vs-actual reports and funder questions take minutes, not a weekend.

Expense tracking by grant and funding source
Budget-vs-actual reports for each award
Recategorizing costs when a funder's rules change
Prior-year financials packets for new grant applications
Working side by side with your grant writer

Board Reporting

A board packet people actually read

Plain-language numbers, on schedule.

Monthly or quarterly reports your board and treasurer can understand at a glance, plus the history you need to plan next season with confidence.

Monthly or quarterly board financial packet
Budget vs. actual with a plain-language summary
Cash position and upcoming obligations
Program-by-program results
Annual budget planning support

IRS Tax Filing

Form 990, filed and in good standing

Current with the IRS, and staying that way.

Enrolled Agents who prepare and file your annual return, get you caught up on late years, and keep your IRS record accurate so donors and grantors find you.

Form 990, 990-EZ, and 990-N
Late-year catch-up filings
Name and address changes with the IRS
1099s for contractors, teachers, and performers
Contractor vs. W-2 guidance as you grow

Getting caught up

From behind to in good standing.

Being a year or two behind is more common than you'd think, and it's fixable. Here's how we take you from a stack of statements to current books and filed returns.

Get us in the door

You give us access to your accounting software and send bank statements. We review what's there and send you a short list of anything else we need.

Catch up the books

We build on the work you've already done instead of starting over. If we'd categorize something differently, we talk it through with you first, and if there's a reason it belongs where it is, it stays.

File what's behind

We prepare and file the late 990s. If your name has changed, we notify the IRS by letter and again inside the return itself, so the correction is on file both ways.

Board and funder ready

You walk away with current financial statements and the two years of history grantors ask for. While a name change is pending, you'll have a documentation packet to include with grant applications.

Built around your season

Quiet months, busy seasons, and everything in between.

Nonprofit work isn't steady. It runs quietly most of the year and then spikes around a big event, a production, or a grant deadline. We scope the work to that rhythm and do the heavy lifting when the activity is there. Tell us about new events and programs early, and we'll set up the tracking before the first expense comes through.

We work alongside the people who already keep your organization running, including your executive director, office manager, board treasurer, grant writer, and outside CPA or auditor. That way you can stop pushing the buttons and spend your time on strategy, fundraising, and the mission.

Common questions

What nonprofit leaders ask us first.

We're two years behind on our 990. Is that a problem?

It's fixable, but it's worth fixing now. The IRS automatically revokes tax-exempt status after three consecutive years of missed filings, and many grantors ask for your most recent returns and two years of financials. We catch up the books, file the late returns, and get you back on a normal schedule.

Our organization changed its name. How do we update the IRS?

We send the IRS a formal letter with your supporting documents, then report the change again on your next 990 and attach the same documents to the return. Until the IRS updates its records, we give you a copy of the whole packet so you can show grantors and donors that the change is pending.

Can you track expenses by grant, program, or event?

Yes. We set up your accounting software so every expense is tagged to the grant that funds it and the program or event it supports. That's what makes budget-vs-actual reports, funder questions, and next year's budget straightforward.

What should our board be seeing each month or quarter?

At minimum: where you stand financially, how income and expenses compare to budget, your cash position, and how each program is doing. We put it in a board packet with a short plain-language summary so every member can follow it, not just the treasurer.

We pay our teachers, artists, and crew as contractors. Is that okay?

It depends on who controls the work. If someone delivers by a deadline and chooses how and when they get it done, they're typically a contractor. If you set their schedule and direct the work on an ongoing basis, the IRS generally sees an employee. We'll help you sort out who's who and plan for payroll when the time comes.

Our funder wants audited financials. Can you help?

We get your books clean, reconciled, and ready for review, so the audit goes faster and costs less. When a funder requires a formal audit, we work directly with your independent CPA and give them what they need.

Can you work with our grant writer and office manager?

Absolutely. Once we're set up, your grant writer can come to us for the numbers a proposal needs, and your office manager can send us questions and documents directly, so nothing waits on one person.

The next step

Let's get your mission's numbers in order.

Tell us where your books and filings stand, even if you're a year or two behind. Kika will walk you through what getting current, and staying current, looks like. The first consultation is free.

Talk to Kika Schedule a Free Consultation

Kika Rogers, EA · Co-Founder & President
101 Business Center · 101 Sunflower Lane, San Antonio, TX 78213
(210) 884-5067 · info@sbsofsa.com · Hablamos español