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NGOs ERP
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ERP for NGOs · Available now

Connect program delivery with funding decisions and evidence.

ERP for NGOs brings an organization's programs, projects, supported households and donor funding into one operating record. Program leads can place each project under a program, track its dates and budget, and record activities and the number of beneficiaries reached.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewProject Schedule
NGOs ERP · Projects

Project Schedule

Projects in one list

New project
Projects in view
6
Planned
3
Active
3
Planned3
Riverside safe water pointsNourished School Days
02 Nov
Cedar Ward mobile clinicCommunity Health Access
23 Oct
North Meadow after-school tutoringLearning Beyond School
30 Oct
Add
Active3
Hillview school meal expansionLearning Beyond School
13 Oct
Eastbank flood recoveryStable Shelter Initiative
04 Nov
Stonebridge shelter repairsCommunity Health Access
31 Oct
Add
Riverside safe water pointsProjects · PRJ-80826
Planned
ProgramNourished School Days
LocationRiverside Ward
Start date02 Nov
End date08 Nov
Funding reviewPRJ-80826 · Riverside safe water points

Funding Reviewer decides whether to approve, reject or return a submitted funding case.

Waiting for Funding Reviewer
ApproveReturn
Example screen with sample data
Tables, ready to use
12
Saved views
14
Roles with set permissions
6
Reports and dashboards
8
Features

Work that needs attention today

Every feature works on the same records. Pick one to see the screen your team works in.

Organizations and programs

Establish the organization and program context for project work.

  • Organization identity
  • Program ownership
  • Project context
  • Organizations
  • Programs
  • Projects
  • Donors
Explore organizations and programs
OverviewActive Donors
NGOs ERP · Organizations and programs

Active Donors

Donors

New
Donor nameOrganizationSegmentContact emailStatus
Cedar Glen Community FundCedar Ward OutreachIndividualgrants@cedarglenfund.exampleActive
Northline Giving CircleEastbank Relief AssociationCorporategiving@northlinecircle.exampleActive
Mira PatelStonebridge Support NetworkFoundationmira.patel@example.orgActive
Eastbank Family TrustRiverbend Community AllianceGovernmentcontact@eastbanktrust.exampleActive
Willow Bridge FoundationRiverbend Community AllianceIndividualteam@willowbridge.exampleActive
6 of 6 records
Cedar Glen Community FundDonors · DNR-93183
Individual
OrganizationCedar Ward Outreach
Contact emailgrants@cedarglenfund.example
StatusActive
Example screen with sample data
Process

From project plan to funding review

Project funding and delivery ships ready to use. One step needs a named approval before the work moves on: Funding review (Funding Reviewer).

Drag a card to another stage, or focus it and use the arrow keys. It updates to match the stage.

  1. Program planning

    Place related projects under a program and operating organization.

    Riverside safe water pointsPRJ-80826 · Program Lead
    Program planningBy Program Lead

  2. Project planning

    Set the project's dates, location and budget before delivery begins.

    Riverside safe water pointsPRJ-80826 · Program Lead
    Project planningBy Program Lead

  3. Funding case draft

    Connect a donor and project to the requested amount and restriction.

    Riverside safe water pointsPRJ-80826 · Funding Officer
    Funding case draftBy Funding Officer

  4. Funding submission

    Send the prepared case to the funding review queue.

    Riverside safe water pointsPRJ-80826 · Funding Officer
    Funding submissionBy Funding Officer

  5. Funding review

    Funding Reviewer decides the submitted request and records a reason.

    Riverside safe water pointsPRJ-80826 · Funding Reviewer
    Funding reviewBy Funding Reviewer
    ApprovalFunding Reviewer decides whether to approve, reject or return a submitted funding case.

  6. Project funding reconciliation

    Compare a project's pledged, received and disbursed amounts with its activity history.

    Riverside safe water pointsPRJ-80826 · Finance Lead
    Project funding reconciliationBy Finance Lead

Start with Project delivery

Inside a record

Keep external finance evidence in view

Open any project to see its beneficiaries, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Program, Location, Start date and End date.

  2. 2
    Beneficiaries

    Each line is linked to this project.

  3. 3
    Who works on it

    Admin, Program Lead and Field Coordinator, each with their own permissions.

  4. 4
    Process stages

    Project planning and Funding case draft, with the role that acts.

  5. 5
    Approvals

    Funding review, with who decides.

Project ScheduleRiverside safe water points
NGOs ERP · Projects

Riverside safe water points

Nourished School Days · Planned

Log activity
1
Record details
ProgramNourished School Days
LocationRiverside Ward
Start date02 Nov
End date08 Nov
2
Beneficiaries

Riverside safe water points

Beneficiary nameProjectHousehold size
Amina Bello householdWillow Grove community gardens830
Carlos Rivera householdRiverside safe water points930
Mei Chen householdWillow Grove community gardens900
Beneficiaries
6
Total household size
3,960
3

Who works on it

  • AdminManage Organizations, Users, team members
  • Program LeadManage Programs, Projects, project activities
  • Field CoordinatorManage project activities, Beneficiaries
4

Process stages

  • Project planningProgram Lead
  • Funding case draftFunding Officer
5

Approvals

  • Funding reviewFunding Reviewer
    Approved
Example screen with sample data
Approvals

Funding decisions with reasons

Funding Reviewer acts on submitted cases through the review workflow and records a reason.

OverviewApprovals
NGOs ERP · Overview

Approvals

Signed in as Funding Reviewer

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • FC-27780Riverside water access request
    Stonebridge shelter repairsRequested by Admin
    Unrestricted1dActions
  • FC-71375Hillview school meals request
    Hillview school meal expansionRequested by Admin
    Programme Restricted3dActions
  • FC-53912Cedar Ward clinic supplies request
    Harbor District skills workshopsRequested by Admin
    Time Restricted5dActions
  • FC-54814Eastbank flood recovery request
    Cedar Ward mobile clinicRequested by Admin
    Unrestricted6dActions

Who approves what

DecisionApprover
Funding reviewFunding Reviewer decides the submitted request and records a reason.Funding Reviewer
Approve funding casesFunding Reviewer
2 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

Everyone opens NGOs ERP to the work that is theirs. Pick a role to see what it starts with.

Admin

Maintains organization context and application access.

  • Manage Organizations, Users, team members
  • View Programs, Projects, funding cases, operation receipts

Roles and permissions

Reports

Read funding alongside delivery

Read funding, delivery and exception results from their source records.

Overview
NGOs ERP · Overview

NGOs ERP dashboard

This quarter

Funding cases in view
6
Total amount requested
1,760
Unrestricted
2
Programme Restricted
2

Projects by status

How far records got this quarter

StageReachedStep
Planned28
Active1346%
Completed538%
Suspended120%

Number of projects by status

Sample counts per stage

200
-50Planned
-60Active
20Completed
20Suspended
Example screen with sample data
  1. 01Project Funding Coverage

    Which project budgets are associated with requested funding?

  2. 02Funding Movement by Project

    How much has been pledged, received and disbursed through each project's cases?

  3. 03Donor Funding History

    Which cases and fund events belong to a donor?

  4. 04Funding Review Outcomes

    Count review decisions by decision and date while retaining their case references.

  5. 05Activity Reach by Project

    What beneficiaries reached were recorded on project activities?

  6. 06Household Vulnerability by Project

    Where are supported households classified by vulnerability?

  7. 07Project Delivery Status

    Compare project status, dates and budget across the portfolio.

  8. 08Operation Exceptions

    Which operation attempts failed or need review?

All reports and dashboards

Who it's for

Fit your program model

See how NGOs ERP fits your kind of team.

Community health programs

Follow community health projects, supported households and restricted funding.

Education outreach

Connect outreach activities and household coverage to project funding.

Local relief organizations

Coordinate relief projects, supported households and donor funding evidence.

Controls

Trace each case and operation result

Each stage of project funding and delivery names the role that acts and the status it records, so a change is never anonymous.

OverviewProject funding and delivery
NGOs ERP · Process

Project funding and delivery

Each stage, the role that acts and the status it records

Process stages
10
Approval steps
1
Roles involved
5
Tables touched
10
Program planning
Program Lead
StatusPlanned → Active
RecordsPrograms
Project planning
Program Lead
StatusPlanned → Active
RecordsPrograms, Projects
Activity and household registration
Field Coordinator
StatusPlanned → In Progress
RecordsProject activities
Project funding and delivery
  1. Start
    Program planningPlanned → Active
    Programs
  2. Step
    Project planningPlanned → Active
    Programs
  3. Step
    Activity and household registrationPlanned → In Progress
    Project activities
  4. Step
    Funding submissionDraft → Submitted
    Funding Officer
  5. Approval
    Funding reviewFunding Reviewer, Funding Officer
    Operation receipts
Example screen with sample data

See each stage in detail

AI agent

Ask about the work in progress

Give each team member a clear way to ask for help with NGO operating records.

It can

  • Program Lead: Show active projects and planned work by program, then identify projects with activities still in progress.
  • Field Coordinator: Find supported households and upcoming activities for a project before updating the activity record.
  • Funding Officer: Prepare a case with its donor, project, requested amount and restriction for review.
  • Funding Reviewer: Show submitted cases and the current review context before the person makes a decision.

Stays with a person

  • A funding case needs a person's review decision.
  • The assistant can organize the facts, but Funding Reviewer must approve, reject or return a submitted request.
  • Finance Lead remains responsible for interpreting reconciliation exceptions and confirming external financial evidence.
  • Agent usage and connected services can affect metered usage.

Set up an agent

Integrations

Connects to the tools you use

Set up connections through ERP.AI and Proto workflows, with every change logged.

  • NGOs ERP
  • Accounting system
  • Payment service
  • Donor communications
  • Identity management
Data model

Your data, in tables you can change

Every record lives in a table you can see, extend and export. Add fields or whole tables in Proto.

Browse all 12 tables
12tables
  • Organizations and programs4
  • Projects and activities6
  • Beneficiaries3
  • Donors and funding5
  • Funding review5
  • Reconciliation and oversight6
Implementation

Roll out one team at a time

Start with one team and one process, then add the rest once the basics are running.

  1. Establish ownership

    Name Admin, Program Lead, Field Coordinator, Funding Officer, Funding Reviewer and Finance Lead. Agree who may decide funding cases and who investigates operation results.

  2. Load context

    Create organizations, programs, donors and team records. Confirm currency, location naming and donor relationship status.

  3. Plan delivery

    Add projects with budget and dates, then record supported households and current activities under the correct project.

  4. Rehearse funding

    Draft and submit a case, record a review decision through Funding Case Review Decision, and inspect its case status, decision and operation receipt.

  5. Reconcile a project

    Add fund events and activity history, run Project Funding Reconciliation, and follow any variance or receipt exception.

Read the implementation plan

Pricing

$0per user

The base account and everyday work in the ERP.AI app are free, for every user.

  • No per-user or per-seat fees
  • Viewing, editing, approving and exporting records in the app is free
  • Pay only for machine work: API calls, imports, workflows and AI agents
  • Prepaid credits from $5. Purchased credits never expire

Pricing details

Machine work rate card Included per $1 of credit

Machine work rate card
UsagePer $1
Record reads (list, filter, get)20,000
Search or aggregate queries4,000
Record writes4,000
Imported or synced records200,000
Workflow runs2,000
AI agent runs2,000
Scheduled jobs or webhooks20,000
File uploads (MB)2,000
CSV or PDF exports100
FAQ

Questions, answered

Scope, rollout and pricing for NGOs ERP.

All questions
How do I get started?

Click Get started, then use Proto to configure ERP for NGOs for your business. Begin with one organization, program, project, donor and funding case, then rehearse the funding decision and reconciliation with the people who own them.

Who keeps the project plan current?

Program Lead owns programs and projects. Field Coordinator records activity progress and supported households under the correct project.

How is a funding request reviewed?

Funding Officer submits a case linked to a donor and project. Funding Reviewer decides it through Funding Case Review Decision, which records the decision, updates the case and writes an operation receipt.

Can I see the reason for a decision?

Review Decision History shows the decision outcome, date, reason and linked funding case.

What is the difference between a request and a receipt?

The case holds the amount requested. A fund event of type Receipt records a money movement against that case, with its own date, amount and reference.

How do I track supported households?

Field Coordinator links each beneficiary household to a project and records its location, size and vulnerability. Supported Households highlights medium and high vulnerability records.

How is activity reach recorded?

Each project activity has a beneficiaries reached value, date, summary and status. The activity record remains distinct from the supported household record.

What does project funding reconciliation check?

It reads one project, its funding cases, fund events and activities, totals pledged, received and disbursed amounts, flags variance and writes an operation receipt.

Where do I find processing exceptions?

Operations Needing Review shows receipts marked failed or needs review, with the linked case and occurrence date where recorded.

Can this connect to accounting or payment systems?

Plan those as connections during implementation. Agree which system owns the financial event and how its reference and outcome will be checked against fund events and operation receipts.

Set up NGOs ERP your way.

Start free, then use Proto to change fields, steps and approvals before your team goes live.

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How to get started

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