Information and Technology: Templates

Nonprofit Technology

Establishing Nonprofit Accounting System

Nonprofit Bulk Mail

In order for nonprofit organizations to remain sustainable and effective in the long term, managers need to implement effective procedures, policies and systems. Stable systems will prevent problems that could arise as result of internal and external disruptions.

information technology

Computers and information technology can be one of the most challenging aspects of starting a new organization. The effort that goes into a Web site or a database may not seem directly related to a nonprofit's mission, but organizations are regularly challenged to communicate quickly and effectively with their supporters and the general public about their mission and programs. 

Have a plan — Strategize about how the new organization will use computers and information to achieve its mission. Plan for the short term (1-2 years) and long term (3-5 years) to take advantage of the changing technology landscape.

Get new hardware — If the organization can afford it, buy new computers. There are corporations and foundation that occasionally have equipment to donate, but there is one thing they can't provide — a warranty. Unless the organization is planning to hire technical support staff, save time and money down the road by taking advantage of the standard 3-year warranty that comes with a new computer. Computers do break, so plan ahead. 

Backup key files — Backing up the whole computer is a good idea.  Barring that, backup grant applications, accounting files, fundraising database, solicitation letters and anything having to do with programs and personnel.

Staff knowledge levels — Key staff people at all levels should have a good sense of how technology works in your office. Not everyone needs to be an expert, but some level of familiarity will help smooth over transitions from departing staff.

Use the Internet strategically — E-mail is an excellent tool for broadcasting information and quickly responding to general inquiries.  Make it part of your ongoing communications commitment. A Web site should have contact information as well as details about programs.  The expectation is that the organization will have a Web site, so make it part of a strategic plan.

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Establishing Nonprofit accounting system

Establishing an accounting system from scratch is a process that can be greatly simplified by using one of the basic accounting software packages.  QuickBooks (www.quickbooks.com) and Peachtree (www.peachtree.com) each have users that have a strong preference. Ask colleagues and similar organizations if there is one that will work better for the new nonprofit.

Seek the advice of professionals — Hiring or contracting with a part-time or full-time accountant or bookkeeper should be one of the first steps when an organization gets started. Accounting is a tricky business and a service worth paying for.

Documentation is key — Accountants and auditors often refer to a "paper trail" when examining an organization's financial records. It is the responsibility of the nonprofit managers to maintain good records about each financial item whether it is an invoice, a paycheck or a bank statement. Good record keeping helps prevent fraud inside the organization.

File, file, file — Maintain good files that keep relevant information together and make key documents easy to access. Tracking down an invoice from a vendor or a contribution deposit record shouldn't take an afternoon.

For more information click here: Accounting

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Nonprofit bulk mail

A reduced mailing rate is available from the U.S. Postal Service for organizations who qualify and meet the regulations provided by the Postal Service. Postage rates for Nonprofit Standard Mail are greatly reduced from First Class pieces and can save organizations thousands on direct mail costs.

Standard mail is generally applicable to mailings of at least 200 identical pieces. Those pieces must be presorted according to Postal regulations and delivered to the specified bulk mail center for delivery.

Contact a local Post Office for more information or to obtain a bulk mail permit. Contact information for Twin Cities bulk mail centers is located in the Resources section of this publication. There is no cost to apply for a bulk mail permit.

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Other Information and Technology Web Sites

• Consistent Computer Bargains
• Empowersoft
• Optimum Networks
• TechSoup
• communitytech
• ccbnpts
• mapnp
• mcf
• bremer
• smm
• nonprofitmatrix.com