Case Study: How a $6M Nonprofit Streamlined Its Back Office and Strengthened Financial Oversight

OVERVIEW

A well-established nonprofit in Southeast Texas, with more than a decade of service and an annual budget of $6M, was facing operational strain after the departure of a key accounting staff member.

Another team member was also planning an exit, prompting leadership to reconsider whether maintaining an internal accounting team was the right path forward.

Rather than jump into recruiting and retention efforts, the organization decided to explore fractional accounting support. They partnered with kept.pro to stabilize operations, digitize workflows, and futureproof their financial systems—freeing up internal resources to focus more fully on their mission.

THE PROBLEM

The nonprofit was “doing fine” operationally but had started to feel the weight of increasingly outdated processes and limited internal capacity. With staffing transitions underway, they were looking to avoid future disruptions and take a more sustainable approach to finance and accounting.

Key challenges included:

• Manual Processes: Financial workflows like check approvals and receipt collection were still paper-based, slowing things down and requiring extra staff attention.
• Inconsistent Time Tracking: Each department handled time tracking differently, which made payroll and program-level reporting more complicated than it needed to be.
• Outdated Software: Their legacy accounting platform was limited in functionality and made remote access difficult, which hindered collaboration.
• Inefficient Budgeting: Budget development was heavily reliant on spreadsheets and manual inputs, increasing the risk of error and delaying planning.

Rather than waiting for additional turnover to create major problems, the organization chose to be proactive and partner with kept.pro to shore up their infrastructure.

THE SOLUTION

kept.pro became the nonprofit’s fractional accounting partner, taking on both tactical and strategic financial work. Our focus was on building a system that would be easier to maintain, more efficient to operate, and better equipped to support the organization long-term.

Here's what we implemented:

• Digital Transformation: We transitioned approvals, receipts, and documentation into secure digital systems, eliminating reliance on paper and creating an auditable trail.
• Standardized Workflows: We introduced templates and approval processes that made budgeting and reporting faster, more consistent, and easier to manage.
• Integrated Time Tracking: We helped the organization adopt a time-tracking tool that provided accurate, program-level data, improving payroll workflows and wage compliance.
• Modern Accounting Software: We led a migration to QuickBooks Online, redesigned the chart of accounts, connected third-party tools, and built out custom workflows for visibility.
• Controller-Level Oversight: Beyond bookkeeping, we provided controller-level support, ensuring that leadership had clean reporting and guidance during key decision-making.

Everything was designed to minimize friction for the internal team while creating a stronger, more transparent financial foundation.

THE RESULTS

The partnership delivered significant improvements in day-to-day operations and long-term financial clarity:

• Operational Efficiency: Manual tasks were replaced with streamlined digital processes, saving time and reducing administrative burden.
• Real-Time Financial Visibility: The leadership team gained access to current data across all departments and programs, enabling quicker and more informed decisions.
• Audit Readiness: For the first time in years, all financial records were complete, consistent, and easy to access, ensuring confidence in the face of any external audit.
• Improved Internal Focus: With less time spent on financial troubleshooting, the internal team could concentrate more fully on mission delivery and community impact.

By taking a proactive approach to change, the nonprofit avoided future staffing disruptions and emerged with a financial system built for long-term sustainability.

READY TO BUILD A STRONGER FINANCIAL FOUNDATION?

If you're a nonprofit leader exploring alternatives to in-house accounting, or simply looking to upgrade outdated systems, kept.pro can help.

We specialize in partnering with nonprofit organizations to implement smart, scalable financial systems that reduce risk and create clarity. From day-to-day bookkeeping to controller-level guidance, we help nonprofits thrive behind the scenes.

Let’s talk about how we can support your mission. Schedule your free financial assessment today.