Excel-Based Accounting System

for  Inner-City Arts
Los Angeles, CA, USA
Posted by
Jamie C.

Director Institutional Giving and Events

Posted Date
May 7, 2019
Virtual volunteer opportunity
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3 applications submitted

Impact statement
This project will save us $5,409 , allowing us to greatly improve our reporting practices so we might focus our time and energy on telling the great story of our work to donors and prospects.

Project Details

What We Need
  • Setup or update of accounting system in Excel or Google Sheets
  • Training and guidelines on how to manage system and generate basic reports
Additional Details

We are looking for an Excel expert to build a fundraising worksheet to track income within and across finance-department designated (GL) budget categories. For example: This tracking tool will report on Board give/get across categories, tracking gifts back to the member and to the category.

This is a tracking tool for directors to translate data for reporting purposes. We currently have a finance department and a database that will provide the raw data.

What We Have In Place
  • We currently have a draft report for this year, which should make it easy for you to get started. We also have an outline of GL codes and can pull raw data, and the ability to provide any other information you need.
How This Will Help

This position has been in transition over the past couple years with new members joining the team and creating inconsistencies with coding and tracking. I'd like to create a system that will help with the reconciliation process with finance, but will also serve our other needs and ways of reporting. If we can develop a better functioning system, we will eliminating the need for this to be recreated from scratch any time someone leaves.

Project may require a short interview with the organization.

Project Plan

Prep: Information Sharing
  • Volunteer Manager shares existing financial record keeping methods and/or financial reporting system
  • Volunteer Manager shares Organization's financial reporting needs and goals
  • Professional makes recommendations on accounting system reports to address the Organization's needs
  • Note: If necessary, Volunteer Manager may have Volunteer sign a Non Disclosure Agreement (NDA) prior to sharing and discussing Organization’s financial information
Milestone 1: Implementation
  • If necessary, Professional migrates data into Excel
  • If necessary, Professional and Volunteer Manager check accuracy of migration
  • Professional organizes spreadsheet based on Organization's needs
Milestone 2: Training and Handover
  • Professional provides basic training for Volunteer Manager and supporting staff for tracking and reporting, including guidelines for continued use of system
  • Professional reviews above guidelines and tips with Volunteer Manager
  • Professional stays available for up to two weeks to address questions as Volunteer Manager starts to adopt new bookkeeping system
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About The Org

Our Mission

Our mission is to engage young people in the creative process in order to shape a society of creative, confident and collaborative individuals.

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