Subscriber ledger & processor backup
Your own record of every recurring payment and payout, kept outside Stripe or PayPal.
Record Gift-to-deposit reconciliation for small nonprofits
Every gift matched to its deposit. One sheet your treasurer can sign.
Each month {{BRAND}} matches the gifts in your donor CRM (Bloomerang, Little Green Light, DonorPerfect, Neon, Givebutter, Zeffy and others) to the deposits and Stripe or PayPal payouts in QuickBooks, net of fees. We find missing gifts, duplicates, refunds and restricted-fund coding gaps, and send you one reconciliation sheet to sign off. A person checks every match.
- No card needed
- Read-only access
- Your sheet stays yours
September close · 248 gifts, 34 depositsReady 7 Oct
Missing9 Sep check deposit: a $500.00 check from Donor 118 isn't in the CRM
DuplicateDonor 204's $250.00 gift of 14 Sep is in the CRM twice
Coding$1,000.00 for the Scholarship Fund posted to the Unrestricted class in QuickBooks
Tied out31 of 34 deposits match to the cent after fees
Sample with made-up donors and numbers
The problem
The bank sees one deposit. Your CRM sees forty gifts.
Daily totals, not gifts
QuickBooks shows a $1,850 check deposit. Was that six checks or sixty? Comparing totals tells you something is off. It doesn't tell you which gift is missing.
Fees, refunds and timing
Stripe, PayPal and giving platforms pay out net of fees, days after the gift. Refunds don't always reach the CRM, and gifts made on the 30th can land next month. So the sums rarely match.
Coding nobody checks
A scholarship gift booked as unrestricted. A donor-advised fund grant entered as a personal gift. Gala tickets recorded as donations. Left alone, they surface at year-end or at audit time.
Finance owns QuickBooks, development owns the CRM, and the monthly match falls between them. We do the match, give both teams the same sheet and their own fix list, and cost less than a part-time hire.
How it works
Three steps. Last month can be done next week.
Send last month's exports
A gift export from your CRM, payout reports from Stripe, PayPal or your giving platform, and a reports-only user in QuickBooks Online (or a deposit report from your bookkeeper). We tell you exactly which report settings to use.
We match every gift to a deposit
Each gift is tied to the check deposit or payout it landed in, net of fees. We look for missing gifts, duplicates, refunds, gifts that cross months, and fund or class codes that differ between the two systems. If a check deposit can't be pinned down without the slip, we say so rather than guess.
You sign off one sheet
Every deposit tied out or flagged, a fix list for development and one for finance, and a sign-off line for your treasurer or bookkeeper. We never change anything in your CRM or your books.
What changes hands
What you send, and what you get every month
You send (once, then monthly)
- Once: a reports-only user in QuickBooks Online (or, each month, a deposit report from your bookkeeper)
- Once: your funds, classes and how restricted gifts, DAF grants and event tickets are coded
- Monthly: last month's gift export from your CRM (we send the saved-report settings)
- Monthly: payout reports from Stripe, PayPal, Givebutter, Zeffy or your other platforms
- Monthly, if you have them: the checks on each deposit slip (check number, name, amount; no bank account numbers)
You get (within 5 working days of your files)
- A reconciliation sheet in your own Google Sheet or Excel file: every deposit, its gifts, fees and any difference
- Missing gifts, duplicates and refunds, with donor ID, date and amount
- Coding gaps for restricted funds, DAF grants and event tickets
- Gifts that cross months, carried forward so nothing is counted twice
- A fix list for development (CRM) and one for finance (QuickBooks)
- A sign-off line for your treasurer or bookkeeper
- A real person to reply to: {{FIRST_NAME}}
Sample month-end reconciliation
The email and the sheet you'd get each month
Short, and sorted by who needs to fix what. This sample uses a made-up nonprofit, made-up donors and made-up numbers.
From {{FIRST_NAME}} at {{BRAND}}
Subject September gifts vs deposits: 3 don't match, 4 need an answer, 31 of 34 deposits tie out
Doesn't match (3)
- 9 Sep · check deposit · $1,850.00 in QuickBooks, 6 checks on the deposit slip, 5 checks ($1,350.00) in Bloomerang. Check no. 2231 for $500.00 from Donor 118 isn't entered. For development: enter it so the gift is acknowledged.
- 16 Sep · Stripe payout · $727.10 in QuickBooks. Bloomerang has Donor 204's $250.00 gift of 14 Sep twice: once online, once keyed by hand. For development: remove the duplicate. QuickBooks is right.
- 22 Sep · Stripe payout · $1,066.35 in QuickBooks, $100.00 less than expected. Donor 341's $100.00 gift was refunded in Stripe on 20 Sep but is still active in Bloomerang. For development: mark it refunded.
Needs an answer (4)
- 25 Sep · check deposit · $5,000.00 check from Fund Sponsor A (a donor-advised fund) entered as a personal gift from Donor 77. Your coding notes put DAF grants under "Foundations & DAFs". Which should it be?
- 25 Sep · check deposit · $1,000.00 from Donor 52, memo "scholarships": Scholarship Fund (restricted) in Bloomerang, Unrestricted class in QuickBooks. For finance: confirm the class.
- 18 Sep · Givebutter payout · gala: 8 tickets at $300.00 recorded as donations. We don't have a per-ticket value for the dinner. For finance: if the dinner has one, tell us and we'll show the ticket and gift split in your sheet.
- PayPal · $40.09 of fees on 3 transfers isn't in QuickBooks: the transfers were entered net. For finance: add a fee line, or tell us that's your policy and we'll stop flagging it.
Tied out
- 31 of 34 deposits · match Bloomerang to the cent after fees: 18 Stripe payouts, 3 PayPal transfers, 1 Givebutter payout, 9 check deposits.
- Fees · Stripe $448.29, PayPal $40.09, Givebutter $0.00 (donors covered the fees).
- Sums · gifts $30,425.00 − fees $488.38 + missing check $500.00 − duplicate $250.00 − refund $100.00 = deposits $30,086.62.
Crossing months (2)
- From August · the 2 Sep Stripe payout ($1,284.62) holds 16 gifts dated 30–31 Aug. Matched here and marked as August gifts.
- To October · Donor 412's $2,000.00 card gift and a $150.00 check, both dated 30 Sep, land in October. Carried to October's sheet so they aren't counted twice.
The fix lists and the sign-off line are on the "Sept 2026" tab of your Google Sheet
Checked by {{FIRST_NAME}} · reply to this email with any question
Checked by {{FIRST_NAME}} · reply to this email with any question
Your reconciliation sheet · September34 deposits
| Date | Deposit | In QuickBooks | Gifts in CRM | Fees | Difference | Status |
|---|---|---|---|---|---|---|
| 2 Sep | Stripe payout, 16 gifts | $1,284.62 | $1,325.00 | $40.38 | $0.00 | Tied out |
| 9 Sep | Checks, 6 items | $1,850.00 | $1,350.00 | $0.00 | −$500.00 | Gift missing |
| 12 Sep | Stripe payout, 31 gifts | $2,412.60 | $2,489.00 | $76.40 | $0.00 | Tied out |
| 15 Sep | PayPal transfer, 9 gifts | $611.37 | $630.00 | $18.63 | $0.00 | Fees not booked |
| 16 Sep | Stripe payout, 11 gifts | $727.10 | $1,000.00 | $22.90 | +$250.00 | Duplicate |
| 18 Sep | Givebutter payout, gala | $3,220.00 | $3,220.00 | $0.00 | $0.00 | Ticket coding |
| 22 Sep | Stripe payout, 14 gifts | $1,066.35 | $1,200.00 | $33.65 | +$100.00 | Refund |
| 25 Sep | Checks, 4 items | $6,250.00 | $6,250.00 | $0.00 | $0.00 | 2 coding questions |
| 26 other deposits | $12,664.58 | $12,961.00 | $296.42 | $0.00 | Tied out | |
| Total | 34 deposits | $30,086.62 | $30,425.00 | $488.38 | −$150.00 | 3 open, 4 questions |
Difference = gifts in the CRM − fees − the deposit in QuickBooks. Prepared from the records you sent; not an audit, review or accounting advice.
Prepared by {{FIRST_NAME}}, {{BRAND}} · Reviewed and approved by: ____________ (treasurer or bookkeeper) · Date: ________
Sample with a made-up nonprofit, donors and numbers
Pricing
Priced by how many gifts you record a month, not by seat
Up to 200 gifts a month
$100/month
For a small office with one person on gifts
Up to 750 gifts a month
$200/month
For a development office entering gifts daily
Up to 2,000 gifts a month
$400/month
For several funds, events and giving platforms
Every plan includes
- Every gift checked against a deposit or payout, net of fees
- Missing gifts, duplicates, refunds and month-crossing gifts flagged
- Restricted fund, DAF and event-ticket coding gaps flagged
- A fix list for development and one for finance
- Your own reconciliation sheet, with a sign-off line
- Any donor CRM, or a spreadsheet
- Read-only access, never admin rights
- A named person, not a ticket queue
- December stays at your usual plan, even at twice your normal gifts
- Monthly billing, cancel any time
- Mostly paper checks? We may quote one plan up, and say why before the trial ends
- Over 2,000 gifts a month? Ask us.
Free for 2 weeks: we reconcile last month for you. No card, no contract.
Start the free trialFor context: an offshore bookkeeper costs about $280–1,250 a month, and a bookkeeper in the US about $27.50 an hour, plus the time it takes you to train and check them. Payout-sync apps (from about $100 a year) post Stripe or PayPal payouts into QuickBooks with the fees split out. We work alongside them, checking those payouts against the gifts in your CRM and your fund coding.
What we don't do: accounting, audit, tax or legal advice; posting entries or editing your CRM; donor receipts; deciding how a gift is restricted; or anything that touches money. We're not a CPA firm or an auditor, and our sheet is not an audit, review or compilation.
Questions
FAQ
Who are you?
{{BRAND}} is run by {{FIRST_NAME}} in Dhaka, Bangladesh. Our working day starts as the US day ends, so emails you send in the evening are usually answered by your next morning. We work with US nonprofits. If you're a charity in the UK, Canada or Australia, ask us first.
What access do you need?
As little as possible: a reports-only or read-only user in QuickBooks Online (or a monthly deposit report from your bookkeeper), a gift export from your CRM, and payout reports from Stripe, PayPal or your giving platform (or a view-only login where the platform offers one). We never need admin rights, bank logins, or any access that could move money, post entries or email donors.
Is our donors' data safe?
We only need donor ID, gift date, amount, fund, campaign and payment method. You can leave out addresses, emails and notes. Files are kept in our Google Workspace account with 2-step login and seen only by the person working on your account. They're used only for your reconciliation, never sold, never used to contact donors, and deleted within 7 days if you leave. We don't accept card numbers, bank account numbers or health information. We're happy to sign your NDA and to review your data processing agreement. Ask for our one-page data promise.
Is this software or people?
People, with good tools. Software sorts the exports, proposes matches and drafts the email. A person checks every match, every flag and every line of the email before it reaches you.
Our CRM already syncs with QuickBooks. Why would we need this?
Keep the sync on. Syncs post gifts or daily totals, but some don't carry payout IDs or fees across, and a check deposit still lands in the bank as one number. We check that what reached the bank matches what's in your CRM, gift by gift, and that fund and class codes agree in both systems. If your sync already ties out every month, you may not need us, and the free trial will show you.
Are you accountants? Is this an audit?
No. We're not a CPA firm, an auditor or your bookkeeper. The sheet shows what matches and what doesn't, and your treasurer or bookkeeper decides what to change and signs it off. Your auditor may find it useful as support, but it isn't an audit, review or compilation.
What don't you do?
We don't give accounting, tax or legal advice, post entries, edit your CRM, send acknowledgments or receipts, prepare your Form 990 or any other tax filing, or touch bank accounts, payment processors or donor payments. We flag coding questions; your donor's intent and your board decide how a gift is restricted.
Which systems do you work with?
Donor CRMs: Bloomerang, Little Green Light, DonorPerfect, Neon, Givebutter, Zeffy, Donorbox, Raiser's Edge NXT, or a spreadsheet. Payments: Stripe, PayPal and your giving platform's payout reports. Books: QuickBooks Online first. Xero or QuickBooks Desktop work from exports; ask us and we'll tell you if we can help.
What happens after the free trial?
Pick a plan or stop. Either way, the sheet from your trial month is yours to keep.
How do I pay?
A monthly invoice that you can pay by bank transfer (US ACH or UK bank transfer) or by card.
Free 2-week trial
Start with last month's gifts
Tell us roughly how many gifts you record a month and which CRM you use. {{FIRST_NAME}} will reply within one working day with the exact exports to send. We aim to send last month's sheet within 5 working days of getting your files.
Prefer email? {{EMAIL}}