Accounting Systems Set Up: QuickBooks

We are looking for a skilled volunteer with accounting and QuickBooks expertise to help us set up a streamlined accounting system for our nonprofit. Currently, we manage finances in Excel, which works for basic tracking but makes it difficult to generate timely reports, track restricted vs. unrestricted funds, and prepare for audits. You'll help us set up regular recording, reconciliation, and reporting practices by spending 20-25 hours with us over 4-5 weeks. In our first meeting, we'll share a detailed description of our existing financial record-keeping and reporting systems. In phase one of the project, you'll migrate our data over to our new QuickBooks software and help us set up our account administrator privileges for our users.
In the second phase of our project, you will provide one or two of our team members with basic training. We ask that you make yourself available for up to two weeks to address our questions as we adjust to the new software and systems.

Financial transparency and efficiency are critical to building trust with our donors and maximizing every dollar that goes to our programs. At Luena Foundation, we promise that 100% of public donations go directly to projects in the field, so having an accurate and professional accounting system is essential.

By setting up QuickBooks, you will help us:
- Spend less time struggling with spreadsheets and more time focusing on our mission.
- Produce clear reports that inspire donor confidence and open doors to larger grants.
- Strengthen our long-term sustainability by ensuring compliance and strong financial oversight.
Your work will directly impact our ability to expand resources for vulnerable children and families worldwide. With a strong accounting system in place, we can scale responsibly, remain transparent, and continue to honor the trust of our supporters.

We've acquired QuickBooks software. We have reviewed their guidelines on how to manage the system and run basic reports, but we have had no basic training yet. We have already gathered our financial records, bank statements, and historical spreadsheets so that you’ll have everything you need to configure the system properly. Our leadership team is aligned on this priority, and we are ready to provide the access, documents, and time commitment necessary for success.
We will designate a point person on staff to work with you closely and ensure continuity after the project is complete. Our team has experience working successfully with Taproot volunteers on past projects (annual reports, communications, etc.), so we know how to collaborate efficiently, respect your time, and implement your recommendations.