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Fund Accounting
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Fund Accounting · Available now

Keep each fund decision tied to its books and cash.

Fund Accounting connects restricted spending decisions to payables, donor receivables, journal entries and cash records. A finance team can start with an accounting documents bill, code its document lines to ledger accounts, attach the supporting document, and record a fund restrictions decision against the same parent.

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  • No per-user fees
  • Manual work is free
  • Configure it in Proto
OverviewAccounting Documents Awaiting Review
Fund Accounting · Accounting documents

Accounting Documents Awaiting Review

Accounting documents in one list

New accounting document
Accounting documents in view
6
Total gross amount USD
2,060
Pending Approval
6
Due date within 14 days
3
Record numberCounterpartyOrganizationDue dateGross amount USDStatus
AD-92161Riverbend Catering Co.Willow Street Health Fund19 Oct450Pending Approval
AD-26194Cedar Grove PrintworksBright Path Learning Fund21 Oct240Pending Approval
AD-89490Stonepath FacilitiesWillow Street Health Fund03 Nov660Pending Approval
AD-40757Willow Creek Office SupplyBright Path Learning Fund03 Nov50Pending Approval
AD-20106Oakline Community TransportHarbor Bridge Community Trust29 Oct250Pending Approval
6 of 6 records
Riverbend Catering Co.Accounting documents · AD-92161
Pending Approval
OrganizationWillow Street Health Fund
Due date19 Oct
Gross amount USD450
Fund restriction reviewAD-92161 · Riverbend Catering Co.

Controller decides whether the restricted fund may bear the expense.

Waiting for Controller
ApproveReturn
Example screen with sample data
Tables, ready to use
20
Saved views
16
Roles with set permissions
7
Reports and dashboards
8
Features

Fund decisions beside the work

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

Restricted fund records

Keep an expense's fund restriction decision beside the bill it governs.

  • Bill context
  • Restriction context
  • Decision trail
  • Fund restrictions
  • Accounting documents
  • Document lines
  • Organizations
  • Review decisions
  • Record attachments
Explore restricted fund records
OverviewSettled Accounting Documents
Fund Accounting · Restricted fund records

Settled Accounting Documents

Accounting documents

New
Record numberCounterpartyOrganizationGross amount USDAmount paidStatus
AD-97126Blue Harbor Audit ServicesCedar Grove Arts Fund290750Paid
AD-30915Willow Creek Office SupplyCedar Grove Arts Fund690560Paid
AD-18656Oakline Community TransportHarbor Bridge Community Trust230490Paid
AD-34830North Field Data ServicesNorth Valley Youth Fund330630Paid
AD-75912Sage Ridge MaintenanceNorth Valley Youth Fund100540Paid
6 of 6 records
Blue Harbor Audit ServicesAccounting documents · AD-97126
Paid
OrganizationCedar Grove Arts Fund
Gross amount USD290
Amount paid750
Example screen with sample data
Process

From restricted expense to reconciled payment

Restricted expense to reconciled payment ships ready to use. 2 steps need a named approval before the work moves on: Fund restriction review (Controller) and Bill approval (Controller).

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

  1. Document intake

    Record the partner bill, organization, amount and due date.

    Riverbend Catering Co.AD-92161 · AP Specialist
    Document intakeBy AP Specialist

  2. Fund restriction review

    Controller checks fund eligibility and available amount.

    Riverbend Catering Co.AD-92161 · Controller
    Fund restriction reviewBy Controller
    ApprovalController decides whether the restricted fund may bear the expense.

  3. Bill approval

    Controller reviews coded lines and approves the eligible bill.

    Riverbend Catering Co.AD-92161 · Controller
    Bill approvalBy Controller
    ApprovalController decides whether the accounting document is approved.

  4. Payment scheduling

    Link the planned payment to the approved document.

    Riverbend Catering Co.AD-92161 · Treasury Analyst
    Payment schedulingBy Treasury Analyst

  5. Payment release

    Run the scheduled payment's release action and inspect its result.

    Riverbend Catering Co.AD-92161 · Treasury Analyst
    Payment releaseBy Treasury Analyst

  6. Reconciliation

    Compare the bank reference with the payment and source evidence.

    Riverbend Catering Co.AD-92161 · Treasury Analyst
    ReconciliationBy Treasury Analyst

Start with Restricted expense to payment

Inside a record

Books, cash and source evidence

Open any accounting document to see its fund restrictions, the roles that work on it, its process stages and its approvals on one page.

  1. 1
    Record details

    Organization, Due date and Gross amount USD.

  2. 2
    Fund restrictions

    Each line is linked to this accounting document.

  3. 3
    Who works on it

    AP Specialist, Staff Accountant and Treasury Analyst, each with their own permissions.

  4. 4
    Process stages

    Document intake and Bill approval, with the role that acts.

  5. 5
    Approvals

    Fund restriction review and Bill approval, with who decides.

Accounting Documents Awaiting ReviewRiverbend Catering Co.
Fund Accounting · Accounting documents

Riverbend Catering Co.

Willow Street Health Fund · Pending Approval

Log activity
1
Record details
OrganizationWillow Street Health Fund
Due date19 Oct
Gross amount USD450
2
Fund restrictions

Riverbend Catering Co.

Restriction numberParentOrganization
FR-69973Stonepath March facility serviceWillow Street Health Fund
FR-92249Sage Ridge boiler maintenanceBright Path Learning Fund
FR-82240Cedar Grove spring appeal printingCedar Grove Arts Fund
Fund restrictions
6
Total available amount USD
3,290
3

Who works on it

  • AP SpecialistManage accounting documents, document lines, record attachments
  • Staff AccountantManage journal entries, journal lines, ledger accounts…
  • Treasury AnalystManage Payments, cash receipts, cash applications
4

Process stages

  • Document intakeAP Specialist
  • Bill approvalController
5

Approvals

  • Fund restriction reviewController
    Approved
  • Bill approvalController
    Waiting
Example screen with sample data
Approvals

Keep bill decisions accountable

AP Specialist prepares the bill; the Controller decides on the restricted expense and document approval.

OverviewApprovals
Fund Accounting · Overview

Approvals

Signed in as Controller

Waiting for you

4 To review1 Overdue2 Decided todayOnly mine
0 selectedApproveReturn
  • AD-92161Riverbend Catering Co.
    Willow Street Health FundRequested by AP Specialist
    Pending Approval0dActions
  • AD-26194Cedar Grove Printworks
    Bright Path Learning FundRequested by AP Specialist
    Pending Approval2dActions
  • AD-89490Stonepath Facilities
    Willow Street Health FundRequested by AP Specialist
    Pending Approval5dActions
  • AD-40757Willow Creek Office Supply
    Bright Path Learning FundRequested by AP Specialist
    Pending Approval5dActions

Who approves what

DecisionApprover
Fund restriction reviewController checks fund eligibility and available amount.Controller
Bill approvalController reviews coded lines and approves the eligible bill.Controller
Approve accounting documentsController
3 approval rules · set per role in Proto
Example screen with sample data
Who can approve what
Roles

A workspace for each role

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

AP Specialist

Prepares partner bills and their coded lines for review.

This is the first screen this role sees.

OverviewAP Bills Worklist

AP Bills Worklist

Accounting documents · AP Specialist

Draft2
Stonepath FacilitiesAD-35937
610
14 Oct
Stonepath FacilitiesAD-75140
860
22 Oct
Add
Pending Approval2
Oakline Community TransportAD-56959
370
28 Oct
Willow Creek Office SupplyAD-63178
740
11 Oct
Add
Approved1
Blue Harbor Audit ServicesAD-28115
940
04 Nov
Add
Scheduled1
Sage Ridge MaintenanceAD-44600
120
17 Oct
Add
Example screen with sample data

Roles and permissions

Reports

Balances you can trace to a record

Answer balance, decision and action-outcome questions from source records.

Overview
Fund Accounting · Overview

Fund Accounting dashboard

This quarter

Journal entries in view
6
Line debit total
2,710
Draft
6

Accounting documents by status

How far records got this quarter

StageReachedStep
Draft46
Pending Approval920%
Approved444%
Scheduled250%

Gross amount USD by status

Sample totals per stage

1.0k0
1.0kDraft
-3000Pending Approval
-1000Approved
0Scheduled
1.0kPaid
Example screen with sample data
  1. 01Restricted expense decisions

    List restriction status, available amount, decision date and parent accounting document by organization.

  2. 02Partner bill aging

    Compare document due dates, gross amounts and paid amounts for outstanding partner bills.

  3. 03Donor invoice aging

    Compare due dates, invoice totals and amounts received by donor and organization.

  4. 04Journal balance review

    Show debit and credit totals, posting date and status for each journal entry.

  5. 05Payments by outcome

    Group payment amounts by direction, method and status.

  6. 06Receipt application trail

    Follow each cash receipt through its applications and referenced accounting documents.

  7. 07Operation results

    Review action, result state, actor and occurrence date for recorded operations.

  8. 08Period posting register

    Show journal entries and lines under their accounting periods.

All reports and dashboards

Who it's for

Fit the fund structure you run

See how Fund Accounting fits your kind of team.

Grant-funded nonprofits

Review restricted spending against a fund decision and the underlying payable.

Multientity charities

Keep payables, receivables and journals tied to the right organization.

Donor-funded programs

Follow donor invoices and restricted spending through separate finance decisions.

Controls

Review the action and its result

Each stage of restricted expense to reconciled payment names the role that acts and the status it records, so a change is never anonymous.

OverviewRestricted expense to reconciled payment
Fund Accounting · Process

Restricted expense to reconciled payment

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

Process stages
10
Approval steps
2
Roles involved
5
Tables touched
15
Expense codingApproval
AP Specialist
StatusDraft → Pending Approval
RecordsRecord attachments, Ledger accounts, Document lines
Fund restriction reviewApproval
Controller
StatusSubmitted → Approved
RecordsFund restrictions
Bill approvalApproval
Controller
StatusPending Approval → Approved
RecordsAccounting documents, Operation receipts, Review decisions
Restricted expense to reconciled payment
  1. Start
    Expense codingDraft → Pending Approval
    Record attachments
  2. Approval
    Fund restriction reviewSubmitted → Approved
    Fund restrictions
  3. Approval
    Bill approvalPending Approval → Approved
    Accounting documents
  4. Step
    Payment releaseScheduled → Released
    Operation receipts
  5. Step
    ReconciliationReleased → Reconciled
    Payments
Example screen with sample data

See each stage in detail

AI agent

Prepare finance work with Proto

Ask Proto to prepare finance records and review queues for human decisions.

It can

  • AP Specialist: Find partner bills awaiting review with their due dates and linked fund restrictions.
  • AR Specialist: Identify overdue donor invoices and the amount received on each.
  • Staff Accountant: Prepare a list of draft journal entries whose debit and credit totals need inspection.
  • Treasury Analyst: Gather released payments with bank references for reconciliation review.

Stays with a person

  • The Controller decides fund eligibility and bill approval.
  • Treasury Analyst confirms external money evidence.
  • Proto can prepare a case and help configure the operating process, but a person's finance judgment and external bank outcome must remain visible in the record.

Set up an agent

Integrations

Connects to the tools you use

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

  • Fund Accounting
  • Bank records
  • Payment provider
  • Donor source
  • Document storage
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 20 tables
20tables
  • Restricted fund records6
  • Accounting documents8
  • Donor receivables6
  • General ledger7
  • Payments and cash8
  • Review and evidence8
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. Set the context

    Configure the organization, team access, accounting period, ledger accounts, partner and donor masters.

  2. Prepare source work

    Bring a partner bill with coded lines and an attachment; prepare a donor invoice with its lines and due date.

  3. Rehearse decisions

    Record an eligible and rejected fund restriction, then use the native bill approval and invoice issue actions on the appropriate records.

  4. Follow money

    Schedule and release a payment, inspect its operation result and compare the bank reference. Test a partial donor collection.

  5. Review accounting

    Inspect journal detail, account coding and the selected period before expanding the import.

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 Fund Accounting.

All questions
How do I get started?

Click Get started, then use Proto to configure Fund Accounting for your business. Pilot one organization, one restricted expense decision, one donor invoice and a payment that your team can reconcile.

How is a restricted expense reviewed?

Link the restriction record to the partner bill. The Controller checks its fund name, restriction text, available amount and decision date before approving the bill.

What happens when a bill is approved?

The native approval action changes an eligible accounting document to Approved and records a review decision and operation result. Treasury Analyst can then plan a linked payment.

Can donor invoices be followed after issue?

Yes. The register shows due date, total, amount received and status. The overdue list isolates receivables that need follow-up.

How are partial collections handled?

The invoice keeps its total and amount received separately. AR Specialist can review the remaining balance while Treasury Analyst checks the supporting payment record.

How do payments move to reconciliation?

Treasury Analyst releases a scheduled payment through the native action, checks its operation result, then compares the bank reference and supporting evidence before reconciliation.

Can we inspect the accounting detail?

Journal headers show organization, period, source and rolled totals. Journal lines show debit, credit, account and posting type.

Where is the review evidence?

Review decisions hold the human judgment, operation receipts hold action outcomes, and attachments hold source files linked to business records.

Can several organizations use the same setup?

Organizations identify the entity on bills, invoices, fund restrictions and journals. Rehearse access and reporting for each entity before adding its operating volume.

Set up Fund Accounting your way.

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

Start now Download Proto

How to get started

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