Nonprofits & NGOs

Nonprofits & NGOs

Solutions that let you focus on what's most important, your mission.

Transparency is more important than ever for nonprofits and NGOs. Transparency means trust, so organizations need a solution that will help them maintain visibility when providing information publicly and internally. From overall spend to pennies on the dollar, DATABASICS Time & Expense delivers essential information at your fingertips to waste less and deliver more to your cause.

Nonprofit & NGOs
Time and Expense Reporting

Solutions that let you focus on what’s most important: Your nonprofit’s mission

Time Tracking

For nonprofits, labor generally must be tracked back to its funding sources just like any expense. As a result, timesheets are about a lot more than just payroll. DATABASICS Time is an easy-to-use solution that meets all your requirements for labor distribution, process control, and auditability.

  • Secure a solution to your unique needs:
    • Capture time at any level of fund, budget, organization or work-breakdown;
    • Create rules that can be scoped as broadly or narrowly as they need;
    • Specify approvals based upon their internal control requirements;
    • Get process management for DCAA compliance;

Expense Reporting

No matter the size or purpose of nonprofits, they share a fundamental need: to fully account for everything they spend. This means not only using cloud-based non-profit expense reports to meticulously recording where money goes and why, but identifying the source of funds. Oftentimes, expenditures need to be split across funding sources or tied to specific phases of projects.

Web-based DATABASICS Expense enables nonprofits to meet this sources-and-uses requirement. It’s easy to use, quick to implement, and configurable to your most exacting requirements for review and internal control.

  • Save time & money:
    • Achieve cost savings, as much as 67%, by automating expense report processing
    • Reduce travel spend through improved program compliance
    • Gain improved visibility and insight from analytics and customizable dashboards
  • Work smarter, not harder:
    • GSA support & per diem tables with automatic calculation does the work for you
    • Grant management and complex project tracking
    • Fully compliant expense system: fund, activity, and project accounting
  • Get a solution that supports your mission:
    • Non-employee and volunteer expense reporting
    • Seamless accounting, payroll, and travel booking system integrations
    • Fully integrated employee reporting platform when DATABASICS Expense is paired with DATABASICS Time.

Grant Management & Project Tracking

Grants provide essential funding for research and aid, but each grantor can have different requirements on spend. Nonprofits need a unique solution for project tracking that will keep them focused on their core work and not on juggling the business rules of their projects. From automation to project allocation, let DATABASICS track your projects with a robust, adaptable system built to handle complexity.

  • Easy cost allocation & budgeting: With real-time visibility, it’s easy to manage and analyze costs;
  • Transparent integration of your critical systems: From job costing to project management, payroll, and billing, your processes will work and reside together;
  • Full compliance for T&E reporting: This system complies with Defense Contract Audit Agency (DCAA) requirements and Federal Acquisition Regulations (FAR with Federal Travel Regulations);
  • A single-system experience: Easily and accurately manage your contracts and operations;
  • Easy global expense reporting: Per diem allowances (with GSA CONUS/OCONUS tables and others) are automatically updated within the system;
  • Charge entry management: A single set of codes avoids synchronization problems with a cross-vendor system;
  • Unallowable charges: Use the kind of detail you need to get the job done;
  • Grant management: With detailed tracking of funding source, it’s easy to track costs in adherence with award terms.

Per-Diem Management

In addition to trying to accomplish an initiative, nonprofit administrators need to figure out a system for paying back their employees and volunteers for travel expenses. One easy form of reimbursement is the per diem, which translates literally to “per day.” This means that workers and volunteers are reimbursed based on a daily rate instead of reimbursing them for every receipt.

You have options when you’re implementing a per diem system for your non-profit.

  • The best in automation:
    • Handling of per diem business inside (CONUS) or outside (OCONUS) of the continental United States, as well as management of meals and expense allowances;
    • GSA support & per diem tables with automatic calculation loaded on a periodic basis;
    • Expense Policy Rules enforcement to do the heavy lifting;
  • Next-generation technology:
    • Complex per diem management as a standard feature;
    • The most comprehensive solution to their fundamental business process requirements;
    • Innovative OCR (optical character recognition) on a mobile platform that tracks and maintains data on the go;
  • The simplest experience:
    • An intuitive, easy-to-implement and easy-to-use system;
    • Adaptability that makes taking on new projects and new grants a breeze.

Non-Employee Handling 

Nonprofits have unique needs when it comes to expense reporting. With non-employees and volunteers filing expense reports, non-profits need a system that’s easy to use and flexible enough to manage users who may file only once or twice in the same way as users who file weekly. This can create a nightmare for a system that isn’t equipped to make adding users and automatically comparing reports to compliance rules quick and easy. DATABASICS makes non-employee handling easy. A one-size-fits-all system just won’t do for the distinct needs of the non-profit.

  • An easy-to-use system: Adding new names to the system is simple, ensuring that records of all expense reports are maintained for full visibility;
  • Tailored configuration: Create unique expense report types based on event, grant, or project;
  • Mobile access: Non-employees and volunteers get the same technology on the go.

P-Card (Purchase Card) Management

Nonprofits need to know what they’re spending and where they can find cost savings. With controls for multiple card holders and specific categories for spend, P-Cards are the solution for efficient spend management while maintaining full oversight.

  • A system that’s easy to implement and easy to use:
    • Access to information: Management, reporting, and reconciliation reside in the same place for easy visibility;
    • A smooth change: The solution is quickly and easily implemented with automatic integration of P-Card processing with the card issuer and accounting system;
  • Savings in time & money:
    • Real time savings: Buyers, approvers, and administrators spend less time managing their P-Card program;
    • Potential waste identification: From inappropriate surcharges to tax misapplications, complete visibility helps to uncover potential refunds;
    • The best in support: Our support team solves problems with industry-leading speed and efficiency;
  • The best in innovative P-Card technology:
    • Mobile access: Make full use of mobile devices for entry transaction and approval;
    • Automation: Receipts are automatically matched to card transactions & receipts are read digitally through the latest in OCR technology;
    • Custom rules workflows: Approval workflows follow your rules, including routing of reports based on your preferences, from item type to purchaser;
    • Unmatched flexibility: Business rules analyze transactions and define actions to be taken in the event of violations;
    • Easy-to-use reporting tools: Standard reports allow investigation and reporting on spend and a reporting tool is available for non-technical users to get the information they need.
+ Time Tracking

Time Tracking

For nonprofits, labor generally must be tracked back to its funding sources just like any expense. As a result, timesheets are about a lot more than just payroll. DATABASICS Time is an easy-to-use solution that meets all your requirements for labor distribution, process control, and auditability.

  • Secure a solution to your unique needs:
    • Capture time at any level of fund, budget, organization or work-breakdown;
    • Create rules that can be scoped as broadly or narrowly as they need;
    • Specify approvals based upon their internal control requirements;
    • Get process management for DCAA compliance;
+ Expense Reporting

Expense Reporting

No matter the size or purpose of nonprofits, they share a fundamental need: to fully account for everything they spend. This means not only using cloud-based non-profit expense reports to meticulously recording where money goes and why, but identifying the source of funds. Oftentimes, expenditures need to be split across funding sources or tied to specific phases of projects.

Web-based DATABASICS Expense enables nonprofits to meet this sources-and-uses requirement. It’s easy to use, quick to implement, and configurable to your most exacting requirements for review and internal control.

  • Save time & money:
    • Achieve cost savings, as much as 67%, by automating expense report processing
    • Reduce travel spend through improved program compliance
    • Gain improved visibility and insight from analytics and customizable dashboards
  • Work smarter, not harder:
    • GSA support & per diem tables with automatic calculation does the work for you
    • Grant management and complex project tracking
    • Fully compliant expense system: fund, activity, and project accounting
  • Get a solution that supports your mission:
    • Non-employee and volunteer expense reporting
    • Seamless accounting, payroll, and travel booking system integrations
    • Fully integrated employee reporting platform when DATABASICS Expense is paired with DATABASICS Time.
+ Grant & Project Tracking

Grant Management & Project Tracking

Grants provide essential funding for research and aid, but each grantor can have different requirements on spend. Nonprofits need a unique solution for project tracking that will keep them focused on their core work and not on juggling the business rules of their projects. From automation to project allocation, let DATABASICS track your projects with a robust, adaptable system built to handle complexity.

  • Easy cost allocation & budgeting: With real-time visibility, it’s easy to manage and analyze costs;
  • Transparent integration of your critical systems: From job costing to project management, payroll, and billing, your processes will work and reside together;
  • Full compliance for T&E reporting: This system complies with Defense Contract Audit Agency (DCAA) requirements and Federal Acquisition Regulations (FAR with Federal Travel Regulations);
  • A single-system experience: Easily and accurately manage your contracts and operations;
  • Easy global expense reporting: Per diem allowances (with GSA CONUS/OCONUS tables and others) are automatically updated within the system;
  • Charge entry management: A single set of codes avoids synchronization problems with a cross-vendor system;
  • Unallowable charges: Use the kind of detail you need to get the job done;
  • Grant management: With detailed tracking of funding source, it’s easy to track costs in adherence with award terms.
+ Per Diem Management

Per-Diem Management

In addition to trying to accomplish an initiative, nonprofit administrators need to figure out a system for paying back their employees and volunteers for travel expenses. One easy form of reimbursement is the per diem, which translates literally to “per day.” This means that workers and volunteers are reimbursed based on a daily rate instead of reimbursing them for every receipt.

You have options when you’re implementing a per diem system for your non-profit.

  • The best in automation:
    • Handling of per diem business inside (CONUS) or outside (OCONUS) of the continental United States, as well as management of meals and expense allowances;
    • GSA support & per diem tables with automatic calculation loaded on a periodic basis;
    • Expense Policy Rules enforcement to do the heavy lifting;
  • Next-generation technology:
    • Complex per diem management as a standard feature;
    • The most comprehensive solution to their fundamental business process requirements;
    • Innovative OCR (optical character recognition) on a mobile platform that tracks and maintains data on the go;
  • The simplest experience:
    • An intuitive, easy-to-implement and easy-to-use system;
    • Adaptability that makes taking on new projects and new grants a breeze.
+ Non-Employee Handling

Non-Employee Handling 

Nonprofits have unique needs when it comes to expense reporting. With non-employees and volunteers filing expense reports, non-profits need a system that’s easy to use and flexible enough to manage users who may file only once or twice in the same way as users who file weekly. This can create a nightmare for a system that isn’t equipped to make adding users and automatically comparing reports to compliance rules quick and easy. DATABASICS makes non-employee handling easy. A one-size-fits-all system just won’t do for the distinct needs of the non-profit.

  • An easy-to-use system: Adding new names to the system is simple, ensuring that records of all expense reports are maintained for full visibility;
  • Tailored configuration: Create unique expense report types based on event, grant, or project;
  • Mobile access: Non-employees and volunteers get the same technology on the go.
+ P-Card Management

P-Card (Purchase Card) Management

Nonprofits need to know what they’re spending and where they can find cost savings. With controls for multiple card holders and specific categories for spend, P-Cards are the solution for efficient spend management while maintaining full oversight.

  • A system that’s easy to implement and easy to use:
    • Access to information: Management, reporting, and reconciliation reside in the same place for easy visibility;
    • A smooth change: The solution is quickly and easily implemented with automatic integration of P-Card processing with the card issuer and accounting system;
  • Savings in time & money:
    • Real time savings: Buyers, approvers, and administrators spend less time managing their P-Card program;
    • Potential waste identification: From inappropriate surcharges to tax misapplications, complete visibility helps to uncover potential refunds;
    • The best in support: Our support team solves problems with industry-leading speed and efficiency;
  • The best in innovative P-Card technology:
    • Mobile access: Make full use of mobile devices for entry transaction and approval;
    • Automation: Receipts are automatically matched to card transactions & receipts are read digitally through the latest in OCR technology;
    • Custom rules workflows: Approval workflows follow your rules, including routing of reports based on your preferences, from item type to purchaser;
    • Unmatched flexibility: Business rules analyze transactions and define actions to be taken in the event of violations;
    • Easy-to-use reporting tools: Standard reports allow investigation and reporting on spend and a reporting tool is available for non-technical users to get the information they need.

Employee reporting should be hassle free.

Why limit your employees to work on expense reports and timesheets from a computer? Submitting or approving reports is easy and convenient from any phone, tablet, or other mobile device!

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