Volunteer: Grant-Ready Accounting Setup

Overview

This is a pro bono volunteer opportunity supporting a Virginia 501(c)(3) veteran nonprofit preparing to compete for a Virginia Department of Veterans Services suicide-prevention grant. The organization’s immediate goal is to build capacity to responsibly administer a potential $125,000–$150,000 state grant.

The nonprofit currently uses basic cash-management practices and does not have grant-ready accounting or an internal-control system. There is no current budget for professional accounting services.

Responsibilities

• Establish a QuickBooks Online setup and implement nonprofit-appropriate settings.
  • Deliver a configured QuickBooks Online file or documented configuration changes.
• Create a nonprofit chart of accounts and a restricted-fund tracking structure suitable for state grant accounting.
  • Deliver the chart of accounts and instructions for tracking and reporting restricted funds in QuickBooks.
• Reconcile 2025 and 2026 M&T Bank and PayPal activity.
  • Deliver reconciliation reports showing cleared balances and any items needing follow-up.
• Produce baseline financial statements based on reconciled activity for use in the grant application.
  • Profit & Loss
  • Balance Sheet
• Review current financial controls and deliver a concise, prioritized list of recommended internal-control improvements for grant administration.
  • Examples include segregation of duties, approval workflows, and record retention.
• Advise on readiness for an audit, review, or compilation engagement and on transitioning from Form 990-N to Form 990-EZ.
  • Deliver a written assessment with recommended next steps and required documentation for each engagement type.

Requirements

• CPA or experienced nonprofit accounting expertise.
• QuickBooks Online experience.
• Ability to reconcile multi-year bank and payment platform activity and produce reconciliation documentation.
• Experience creating nonprofit charts of accounts and implementing restricted-fund tracking.

Preferred Qualifications

• Background supporting grant accounting and grant administration readiness.
• Familiarity with internal-control practices for nonprofits (e.g., segregation of duties, approvals, and record retention).
• Familiarity with nonprofit tax form transitions, including Form 990-N and Form 990-EZ.

Compensation & Benefits

• This opportunity is provided as a pro bono capacity-building engagement. No compensation is stated.

Location

• Virginia nonprofit (volunteer support for grant preparation related to a Virginia Department of Veterans Services suicide-prevention grant).