Donor services

This assessment will be done in some days in your project’s organization’s accounts office, going through all the procedures, processes, filing, bookkeeping system, reporting, budgeting, responsibilities, etc. Followed by some days at our office to analyse and come up with the report with observations and recommendation which will be send to you. The number of days depends on the complexity of the organization. After an assessment we can give a quotation and agree on the scope of the work. 

After the assessment has been done, you can decide to implement the recommendations, but of course we are very willing and available to also assist you in this step to actually create the system which can be easily implemented in your project. This will take us some days, depending on the complexity and scope of work. This includes the following:

– Development of procedures and guidelines or updating the existing ones.

– Development of manuals or updating the existing ones

– Developing forms to be able to use within the new system.

Note: Of course you can also use the same in other projects you are supporting.

To make sure that all recommendations are implemented well, we can guide and assist your project in this process. In this step the new procedures and manuals are being explained and trained on to the staff involved. To be able to implement all processes smoothly. Depending on the complexity of the organization this will take 1 full day at the organization. Optionally, if times allows we can also  add training on simple budgeting, allowances/forecasting. Any other training can be added from our list with trainings. But this will be on an additional day, like QuickBooks application and assist you to setup the system if you are starting fresh.  

We can understand that after implementing you are not yet fully certain and would like to have at least for the first months/year, us to look along with the project to see if in general all has been implemented well and you as a donor can now fully trust the send reports. We offer this service in two versions:

On distance: We will receive their reports and balance sheet monthly and will give you feedback on the bookings and doing an analysis of your budget vs actual and do recommendations and help to understand where to look and how to interprete over- and under spending. 

Face to face: Of course if you prefer, we can also come physically to the projects office, and combine the above with additional on the job training and or one of our trainings. 

We can also fully understand if it is a small organization, you don’t want to pay for a full time accountant to do their bookkeeping, while this is maybe only a 1 day job per month, or you are not confinced they are able to deliver the expected reports and preferes it to be outsourced. For all these organizations we offer to outsource your bookkeeping to us. We will be working on your bookkeeping monthly in our QuickBooks, or you can register for QuickBooks online and give us access so your are able to to see what has been posted. This service will be 1 day or more depending on the workload (number of bookings). This service includes booking of:

– all invoices (scanned and coded with department and budget line), petty cash totals per month per department ( which you will send us in an excel form given to you).

– Bank reconciliation (including booking of incomes (with coding from your side for department and budget line)

-End of Month and end of Year reports P&L budget vs actual, balance sheet, A/R aging report (account receivable), A/P report (accounts payable), item sales, all class report and others on demand, which will be emailed monthly to you in excel and or PDF. 

Note: You are responsible, for the coding per budget line and department, also the setup of accounts is your responsibility and need to be in line with local laws. Of course we can assist, but the final setup needs to be approved by your auditor. We don’t take any liability for wrong  setup of accounts/coding. 

You might be supporting a project or considering to support in Kenya or Tanzania, but you don’t have the time and or experience to visit this project and monitor how your funds are being spend. Many projects are doing a great job, but unfortunately, there are also projects which are abusing funds deliberately to have financial gain, or deliberately because of a lack of knowledge and experience. In both cases it means that the funds you are sending to help beneficiaries are not being used the way you are expecting. You might know something is not correct or might not have a clue.

Option 1: We offer you the service to have a organization scan both Financially and in the field to assess your project in different levels. In the previous steps we have explained what we can do on the Financial side, for you to feel assured your money is spend well and you get a transparent report on the agreed dates. In the M&E section we add the extra level on top of the financial one, to see how the organization works in terms of measuring their results and where they could improve. This is a 1-4 days depending on the complexity of the organization and includes a report with observations and recommendations.

Option 2: Next to that we can also represent you and do a regular assessment of the project on periodically basis (monthly, quarterly, termly , half yearly or yearly). We will assess each time, how the project is working in all levels, Financially, operational, management, and what services re delivered to the beneficiaries, and what impact is obtained. This is 2 to 3 days per period, for a 1-2 day visit and audit and 1 day to write the report.   

Our rates are the following in KES and USD. (all rates are excl. of VAT and per day)

42,000 KES / $300   >  1 day consultancy/M&E:  This includes transport 100 km from and to Thika.

42,000 KES / $300   >  1 day training:  This includes preparation of the training and training materials, and 100 km to and from Thika).

21,000 KES / $150   >  Monthly supervision from distance.

42,000 KES / $300   >  Monthly supervision face to face. This includes transport 100 km from and to Thika.

42,000 KES/ $300    >  1 time Setup Quickbooks for accounts and entering budget

10,500 KES / $75     > Outsourcing bookkeeping price per day depending on the workload

                            > For services which take more than 1 day or multiple services, ask us for a quotation!

VAT *: 

16% VAT for All services consumed in Kenya (consultancy, training, outsourcing bookkeeping)

VAT exempted : all services exported to abroad (assessments (step 1 and 2), M&E done for foreign donors,  outsourcing bookkeeping for foreign organizations) 

*Under subject of change