NGO services

This assessment will be done in some days in your 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. 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. 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.

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 or more. 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 you to see if in general all has been implemented well. We offer this service in two versions:

On distance: We will receive your 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 you to understand where to look and how to manage over- and under spending. 

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

We can also fully understand if you are a small organization, you don’t want to hire a full time accountant to do your bookkeeping, while this is maybe only a 1 day job per month. 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   

We can offer stand alone training to organizations or in combination with one of the earlier mentioned services. Training normally take 1 day, but on request we can extend with more details or reduce and combine different trainings. 

1.  QuickBooks bookkeeping application, and setup of the system.Refreshment course or from scratch.

2. (Activity based) budgeting: how to calculate the cost for each activity you are doing, to be able to use this for fundraising per activity and analysis per activity of the actual costs.

3. Procurement policy development

4. MS Office Excel application and usage in your organization, training or developing an application to make your work easier and faster.

5. Monitoring and Evaluation: More an more donors require more detailed information from you how their money is being spend and what impact it can have. In this training you learn what measurements could be taken to calculate the impact, success, and cost per activity. 

6. General management for your staff being in charge of their departments, to increase their management skills. 

7. Assessment and impact measurement APP for CBR, CSI, medical, KPI (Key Peformance Indicators) per intervention, etc. This app is being developed in 2020, and should also have an HRM module for timetables, tasks, reporting, chat function, event calendar and more. 

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:  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

                            > when taking taking multiple services or multiple days, 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, M&E done for foreign donors,  outsourcing bookkeeping for foreign organizations) 

*Under subject of change.