Why organization size is only a starting point

Two nonprofits with similar revenue can need very different levels of accounting support. One may have a small number of recurring transactions and a single program. Another may need separate grant schedules, several payment systems, and reporting for multiple programs.

When comparing proposals, focus on the work the provider is taking responsibility for. A lower fee for transaction entry is not directly comparable to a fee that includes reconciliations, close review, management reporting, and questions from your auditor.

The main factors behind the scope

  • Transaction volume: how much activity must be recorded, classified, and checked
  • Account count: bank accounts, credit cards, loans, and other balances to reconcile
  • Funding complexity: grants, donor restrictions, and program-level tracking
  • Condition of the books: missing records, unreconciled balances, or prior periods needing cleanup
  • Reporting: standard monthly statements versus tailored board or grant packages
  • Review: bookkeeping alone, controller oversight, or financial advisory
  • Coordination: the people, systems, and external professionals involved in the close

Separate cleanup from the monthly engagement

Catch-up work addresses a different problem from keeping current books. A cleanup assessment should identify which periods and balances need attention, what records are available, and whether someone must resolve missing information before work can proceed.

Discuss the cleanup scope, fee basis, and milestones separately. Then confirm when the recurring monthly engagement begins and what condition the records need to be in at that point.

What a bookkeeping proposal should make clear

  • The monthly tasks, accounts, and reporting periods covered
  • Which reports you receive and the agreed delivery schedule
  • Who prepares, reviews, and answers questions about the work
  • Your responsibilities for records, approvals, and response times
  • Whether software, migrations, and historical cleanup are included
  • How additional work is quoted and approved
  • The fee, billing arrangement, and how scope changes are handled

When controller or CFO support changes the cost

Controller work adds ownership of the accounting process: setting standards, reviewing the close, managing complex accounting, and coordinating the finance function. CFO work adds forward-looking analysis such as budgets, cash forecasts, scenarios, and leadership discussions.

A blended engagement may be appropriate. For example, a nonprofit might need monthly bookkeeping with controller review and occasional forecasting support. Ask which responsibilities require each level rather than assuming one title covers the whole function.

How Hezlep Bookkeeping + Advisory defines fees

Hezlep Bookkeeping + Advisory defines the scope and fee after understanding your records, reporting needs, and required support. We do not publish a universal monthly price because it would hide differences that materially affect the work.

For an initial conversation, describe your organization, accounting software, number of accounts, current close status, and the support you are looking for. We can then identify the information needed for a practical proposal. Keep sensitive records and account credentials out of an initial inquiry email.