01
One ledger, two readings
Every transaction carries the program, project, grant and fund it belongs to — so the financial answer and the mission answer come from the same row.
QuickBooks integrationOne-way sync
Everything operational.
Everything organizational.
Not two systems. One.
CovenorOS is the operating system for nonprofits. Your ledger, grants, programs, compliance and board reporting run on one set of data — so the numbers and the mission never drift apart.
See it with real numbers
This is what one set of data looks like.
Income & Payments
Real-time cash · multi-currency USD / EUR / GBP
Close September 2026Upload statementAdd transaction
Current balance
$128,470.20
Cumulative across all transactions
Income (September 2026)
$52,300.00
12 transactions
Payments (September 2026)
$31,118.40
27 transactions
Budget surplus
+$21,181.60
Not accounting profit
Transactions (39)Per project
Search description, category…09/01/2026 → 09/30/2026Unclear onlyMissing counterparty
| Date | Description | Category | Source | Project | Account | Amount |
|---|---|---|---|---|---|---|
| 09/14/2026 | City of Columbus | Grants | Statement | Operating Costs | Chase · ••••7421 | +45,000.00 |
| 09/14/2026 | Costco Wholesale | Supplies | Statement | After-school | Chase · ••••7421 | −1,240.00 |
| 09/12/2026 | Con Edison | Utilities | Statement | Day Center | Chase · ••••7421 | −2,180.40 |
| 09/12/2026 | Transfer — ACH ••••4471 | — | Statement | Unclear | Chase · ••••7421 | −7,500.00 |
| 09/11/2026 | Recurring donor | Donations | Manual | Unrestricted funds | Petty cash | +300.00 |
Per projectCumulative since the project started
| Project | Budget | Income | Expenses | Net | % used |
|---|---|---|---|---|---|
| Operating Costs OPS | $120,000 | +88,400.00 | −61,900.00 | +26,500.00 | 52% |
| After-school PRG | $120,000 | +96,000.00 | −88,400.00 | +7,600.00 | 74% |
| Day Center PRG | $119,000 | +72,000.00 | −61,900.00 | +10,100.00 | 52% |
| Step by Step Scholarship PRG | $32,000 | +9,000.00 | −6,200.00 | +2,800.00 | 19% |
Finance
A clear view of your money, settlements and budgets.
September 2026Surplus of $21,181.60. You received $52,300.00 and paid out $31,118.40.
Income
$52,300
12 transactions
Payments
$31,118
27 transactions
Month balance
$21,182
surplus
Monthly cash flowIncome vs. payments · last 7 months
MarAprMayJunJulAugSep
BudgetsView all
Operating41%
Salaries and benefits · $8,200 / 20,000
Programs68%
Program activities · $13,600 / 20,000
Needs attention
Month close September 2026 — pending
Welcome to Step by Step Foundation!
Your control panel
Recommended steps4 of 6 complete · 67%
Define your missionOne sentence on why your organization exists.
Add your visionThe change you want to see in the world.
Set your valuesThe principles that guide your work.
Upload your logoYour logo appears across reports and documents.
Upload your bylawsKeep your founding bylaws on file.
Add your articles of incorporationYour articles of incorporation and IRS determination letter.
Import your data
Bring in your existing records step by step — Projects, Donors, Volunteers, Documents, and Finance.
1 Projects2 Donors3 Volunteers4 Beneficiaries5 Documents6 Finance & Transactions
Drop your file here
Supports CSV, XLS, and XLSX files up to 20 MB
Choose a file Download template
Supports CSV, XLS, and XLSX files up to 20 MB
Choose a file Download template
Re-importing the same file will create duplicate records — import each file only once.
Accounts
The organisation's bank and cash accounts. Each statement and transaction belongs to one account, in a single currency.
Total balance (USD)
128,470.20
Accounts
3
3 active
Currencies
2
USD · EUR
| Account | Type | Currency | Balance |
|---|---|---|---|
| Chase · ••••7421 | Bank | USD | 112,940.20 |
| Chase · ••••8604 | Bank | EUR | 2,860.00 |
| Petty cash | Cash | USD | 1,320.00 |
Transfer reconciliation
Match the two legs of each internal transfer or exchange, or mark a false positive as a normal transaction.
Unmatched legs2 pairs suggested
| Date | Out | In | Match | Amount |
|---|---|---|---|---|
| 09/12/2026 | Chase · ••••7421 | Petty cash | Suggested pair | 7,500.00 |
| 09/04/2026 | Chase · ••••7421 | Chase · ••••8604 | FX · USD/EUR 1.0840 | 5,000.00 |
Settlements
Receipts and reimbursements
To approve
3
Needs review
Approved · to pay
2
Total: $1,480.00
Paid
11
Generated a payment in the ledger
Rejected
1
Needs correction
| Claimant | Purpose | Project | Status | Amount |
|---|---|---|---|---|
| Dana W. | Volunteer transport | After-school | To approve | 240.00 |
| Marcus T. | Workshop materials | Day Center | Approved | 1,240.00 |
Budgets
Budget envelopes based on average income
Fixed costs are covered first (e.g. rent, salaries). The rest of the monthly income is split according to the configured percentages. Calculation basis: average income over the last 3 months ($47,600).
Total fixed
$20,000
Percentages
100.0%
Remaining available
$27,600
Budget vs. actual by projectCumulative since the project started
Operating Costs OPS52%
Spent $61,900 · budget $120,000
After-school PRG74%
Spent $88,400 · budget $120,000
Funds
Restricted and unrestricted pools of money, tracked separately from bank accounts
| Fund | Type | Source | Balance |
|---|---|---|---|
| Unrestricted funds | Unrestricted | Recurring donations, 3.5% | 38,420.00 |
| Community Trust Grant 2026 | Restricted | City of Columbus | 86,730.20 |
| Scholarship fund | Restricted | Named donors | 3,320.00 |
Grants
Funding agreements — what was awarded, what has come in, and what has been spent against each one
| Grant | Funder | Awarded | Received | Spent | Next report |
|---|---|---|---|---|---|
| Community Trust 2026 · Day Center | City of Columbus | 271,000.00 | +180,000.00 | −184,320.00 | 10/15/2026 |
| Step by Step Scholarship | Named donors | 32,000.00 | +9,000.00 | −6,200.00 | 12/31/2026 |
Compliance
Declarations, required documents, GDPR and history
Overdue declarations
0
all up to date
To complete
2
declarations in progress
Missing / expiring docs
1
1 expires in 30 days
Open GDPR requests
0
data subject requests
Declarations
Tax, legal and compliance obligations, with a document checklist.
2 to complete
Required documents
Which documents are missing or expiring, based on the checklists.
1 expiring soon
GDPR and data requests
Record and manage data subject requests (DSR).
0 open requests
Compliance history
Change log for declarations and GDPR requests.
Audit log
All People
Everyone in your organization — donors, volunteers, employees, board and contacts — in one place
Persons (214)Not for profit orgs (6)For profit (18)Needs review
Donations
Donors · Beneficiaries
168 donors · 92 beneficiaries
External
Providers · Leads
24 providers · 11 leads
Internal
Volunteers · Employees
31 volunteers · 6 employees
Total people
238
Across every relationship type.
Documents
All of the organization's documents, stored encrypted and accessible only to members.
Organization
7
files
Financial
52
files
Compliance
14
files
Contracts
9
files
HR (12)Programs (23)Other (4)All documents (121)
Calendar
Deadlines, tasks, projects and birthdays — all in one place
September 2026Month · Week · Day
MoTuWeThFrSaSu311234567891011121314151617181920212223242526272829301234
Upcomingnext 30 days
Community Trust grant reportSep 15
Grants · City of Columbus
Board meetingSep 25
Planning · Meetings
Month-end closeSep 30
Accounting · Month-end close
Compliance has moved. Declarations, mandatory documents and GDPR requests are now in the Compliance section. The calendar stays for all operational deadlines.
Planning
Active projects, urgent tasks and upcoming deadlines
Active projects
4
4 active projects
Overdue tasks
2
2 open tasks
Blockers
1
1 blocker
Upcoming deadlines
3
projects within 30 days
TasksProgramsEventsMeetingsObjectivesTeams
Urgent tasks2 overdue
Send Community Trust interim reportOverdue 3d
After-school · Dana W.
Sign catering vendor contractBlocker
Day Center · Marcus T.
Reports
Board pack, financial statements and project performance
Report types
3
board, financial, projects
Current month
+$21,182
surplus
Active projects
4
in the projects report
Active links
2
board pack shares
Board pack
Live snapshot for the Board of Directors, with secure sharing links.
2 active links
Financial report
Cash flow, breakdown by category and aggregate KPIs across all transactions.
Current month surplus: +$21,182
Projects report
Budget vs. spent, net, utilization and volunteer hours for each project.
4 active projects
Month close
Lock the month's transactions to finalize the accounting records
OpenSeptember 2026 — current month is open. 39 transactions recorded, 1 still unclear.
Closed monthslocked · audit log
| Month | Closed by | Closed on | Result |
|---|---|---|---|
| August 2026 | Dana W. | 09/03/2026 | +8,940.00 |
| July 2026 | Dana W. | 08/04/2026 | −2,310.40 |
Every transaction carries the program, grant and fund it belongs to. When the sync is incomplete, the screen says so instead of showing a confident wrong number.
Trusted by
“Pas cu Pas” FoundationOn the platform
MobiversalBuild partner
Micii ExploratoriOn the platform
Cornelius AssociationOn the platform01 — The gap
Right now, the two halves don't talk.
01
The numbers live in QuickBooks.
Accurate, auditable, and completely disconnected from the programs it paid for.
02
The mission lives in decks and spreadsheets.
Program progress, board updates and grant narratives get rebuilt by hand, quarter after quarter.
03
The connection lives in one person's head.
Usually the executive director's. And it leaves when they do.
02 — The model
Two pillars. One set of data.
Operational
Factual, fixed, auditable.
What actually happened to the money. Not a matter of opinion.
- Ledger and transactions
- Grants and funds
- Reconciliation and month-end close
- Compliance and audit log
Organizational
Directional, decided by people.
What you said you would do, and how close you are to it.
- Programs and projects
- Calendar, objectives and planning
- Documents and board reporting
- Mission, vision and values
In CovenorOS these are not two products with an export button between them. A transaction knows which project it funded. A project knows what it cost.
03 — Why one tool
Why CovenorOS as your only nonprofit tool?
Four things stop being separate the moment everything sits on one set of data.
02
Your books stay your books
CovenorOS reads QuickBooks on a schedule and never writes back. No migration, no parallel bookkeeping, nothing to undo if you stop.
03
Reports come out of the ledger
Board packs, funder updates and grant reports are generated from the live figures — not rebuilt by hand from screenshots every quarter.
04
An audit log by default
Every change is recorded with who made it and when, and your data stays exportable and deletable — GDPR handled, not promised.
04 — How it works
Not a dashboard with a chatbot in the corner.
Repetitive work is automated where that is safe, and put in front of a person where judgment is needed.
It sorts. You decide.
Imported bank transactions get a suggested category, with the AI's confidence shown, and are matched to counterparties by account number and name. You review every row before anything is saved.
Bring what you already have.
Upload bank statements and spreadsheets. Columns are mapped for you, and duplicates are caught before anything is saved.
It works alongside your tools.
QuickBooks stays your books. CovenorOS reads it on a schedule and adds the grant, program and fund context. No rip-and-replace.
It tells you when a number can't be trusted.
The QuickBooks financial snapshot says when it is reading an incomplete sync — figures are marked partial, or withheld, rather than shown confidently wrong.
QuickBooksOne-way sync
Connect QuickBooks. See what your ledger has been trying to tell you.
CovenorOS reads the data already in QuickBooks — no migration, nothing replaced — and gives it structure: which grant, which program, which project. Then it shows you what is missing: what looks incomplete, and what has not been attributed yet.
Read-only: CovenorOS never writes to your QuickBooks company.
financial health surface
First read complete. 1,284 transactions, 26 months, from your QuickBooks company.
Attributed to a project91271% of what came in
Waiting for a project372oldest: January 2024
No counterparty yet85matched next by account number
It would not guess7flagged, not filled in
What it put in front of youby amount
Transfer — ACH ••••4471Unclear−$7,500.00
City of ColumbusCommunity Trust Grant 2026+$45,000.00
Con EdisonNo project−$2,180.40
Costco WholesaleDay Center−$1,240.00
Read-only. Nothing is written back, and nothing is filed on your behalf until you say so.
10 min
from statement upload to a live dashboard
GDPR
data protection and an audit log
100%
nonprofit terminology, not corporate jargon
05 — What's inside
Seven modules. Deep, not wide.
We grow by deepening what is there, not by adding tiles. Programs sit above projects — the way nonprofits actually think.
01
Finance
Transactions, reconciliation, month-end close. In step with your accounting, not parallel to it.
02
Programs & Projects
A real hierarchy: programs above, projects below, money attached to both.
03
Grants
Installments and reporting deadlines in one place, with actual spend tied to the transactions behind it.
04
Compliance
An audit log by default. What changed, when, and who changed it.
05
Calendar
Grant deadlines, objectives and board meetings on one timeline.
06
Documents & Reports
Reports built from live data, not screenshots pasted together at 3am.
07 One-way sync
QuickBooks
Connected directly. Transactions come in on a schedule, ready to tag with the right grant, program and fund.
06 — FAQ
Frequently asked questions
Does CovenorOS replace QuickBooks?
No. QuickBooks stays your books and your source of truth. CovenorOS connects to it read-only, on a one-way sync — it reads transactions and adds the grant, program and fund context that accounting software has no place to store. It never writes to your QuickBooks company.
What if we don't use QuickBooks at all?
It works without it. Upload bank statements and spreadsheets — columns are mapped for you, duplicates are caught before anything is saved, and the same attribution, reporting and audit trail apply. QuickBooks is an accelerator, not a requirement.
How long does it take to see something real?
About ten minutes from your first statement upload to a live dashboard with your own figures. No implementation project, no data migration, no consultant in between.
Is the AI making decisions about our money?
No. It sorts, you decide. Imported transactions arrive with a suggested category and a visible confidence score, matched to counterparties by account number and name. Every row is reviewed by a person before it is saved, and low-confidence rows are flagged rather than quietly filed.
When the underlying sync is incomplete, figures are marked partial or withheld instead of being shown confidently wrong.
What happens to our data, and can we get it out?
It stays yours. There is an audit log by default recording what changed, when and who changed it, a full export of your organisation's data on request, and deletion on request — GDPR obligations built into the product rather than described on a policy page.
Is the interface available in Romanian?
Yes — the full interface is in English and Romanian, with nonprofit terminology in each rather than translated corporate jargon. You set your own base currency, with daily exchange rates for everything else.
What does it cost?
Pricing is per organisation and scales with the number of paid staff, not with the number of transactions you process. There is no implementation fee and no minimum term. Current plans are on the pricing page.
How do we start?
Get started and connect QuickBooks or upload a statement, or book a call and we will do the first import with you. Either way you are looking at your own data in the first session.