Specialist Accounting Services
Three services.
One clear scope
for each.
Each Numberloom service addresses a specific layer of accounting for grant-funded organizations — from active grant oversight to annual audit preparation. Transparent pricing, no ambiguous billing.
Back to HomeHow the Services Work
Designed for distinct accounting needs
Organizations working with grant funding don't all need the same things. Some need comprehensive month-to-month grant management. Some primarily need their restricted and unrestricted funds tracked separately. Some need specific support during the annual audit cycle. Numberloom's three services are shaped around those distinct needs — each with a defined scope and clear pricing.
Some organizations use one service. Others use two in combination. The right arrangement depends on your specific funding structure and where accounting demands are heaviest. If you're unsure which service fits your situation, a short conversation usually clarifies it.
Service One
Grant Financial Management
End-to-end financial management for organizations receiving grant funding. Covers budget setup by grant requirements, expenditure tracking against approved categories, preparation of financial reports for grantors, and close-out documentation at grant completion. Maintains clear audit trails separating grant funds from operational budgets. Suited for nonprofits and research institutions managing one to ten concurrent grants.
What's included
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Chart of accounts configured to match each grant's approved budget categories
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Monthly expenditure tracking against approved grant budgets with variance reporting
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Financial reports prepared in grantor-required formats for periodic submissions
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Audit trail separating grant funds from general operating budgets
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Close-out documentation package prepared at grant completion
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Concurrent management of up to ten active grants under one engagement
Monthly Retainer
$700 / month
Fixed monthly cost. Scope defined at engagement start. No additional billing for standard grant management activities.
Service Two
Fund Accounting & Segregation
Detailed accounting that maintains clear separation between restricted and unrestricted funds. Each fund is tracked independently with its own revenue, expense, and balance reporting. Monthly reports show the status of each fund alongside a combined organizational summary. Designed for organizations subject to donor restrictions or regulatory fund segregation requirements.
What's included
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Independent fund ledgers for each restricted and unrestricted fund category
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Per-fund revenue, expense, and balance reporting delivered monthly
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Combined organizational summary alongside per-fund detail in each monthly report
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Transaction categorization preventing cross-fund contamination throughout the year
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Documentation supporting donor restriction compliance and regulatory segregation requirements
Monthly Retainer
$500 / month
Fixed monthly retainer covering all fund tracking and reporting activities within the engagement scope.
Service Three
Annual Audit Coordination
Preparation of all documentation and schedules requested by external auditors, combined with on-call support throughout the audit process. Covers audit schedule preparation, confirmations, supporting documentation assembly, and responses to auditor inquiries. Reduces the time and disruption of the audit process for the organization's staff. Priced per engagement based on organizational size.
What's included
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Full preparation of audit schedules and supporting documentation packages
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Confirmations prepared and coordinated with third-party contacts
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On-call support throughout the audit period to handle auditor inquiries directly
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Responses to auditor questions coordinated with supporting source documentation
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Post-audit summary of findings with documentation recommendations for future cycles
Per Engagement
$2,400 per audit
Priced per audit engagement based on organizational size. Scope confirmed before work begins.
Pricing at a Glance
All services, side by side
Service One
Grant Financial Management
Complete month-to-month grant management — from budget setup through close-out documentation. Up to ten concurrent grants.
$700 / month
Service DetailsService Two
Fund Accounting & Segregation
Independent tracking of restricted and unrestricted funds with per-fund and combined monthly reporting.
$500 / month
Service DetailsService Three
Annual Audit Coordination
Full audit preparation and on-call support throughout the audit period. Documentation, confirmations, and auditor inquiry responses handled.
$2,400 per engagement
Service DetailsCommon Questions
A few things organizations ask us
Can we use more than one service at the same time?
Yes. Several organizations use the Grant Financial Management and Fund Accounting services together — the first handles active grant management while the second maintains the broader fund segregation structure. The Audit Coordination service is typically used alongside one or both monthly services, or as a standalone engagement for organizations managing their own books but needing specialist support specifically for the audit cycle.
How does pricing work if our grant portfolio changes mid-year?
The Grant Financial Management service covers up to ten concurrent grants at the standard monthly rate. If your portfolio changes — grants closing, new ones starting — that's handled within the ongoing engagement without additional billing for the change itself. If the portfolio grows beyond the ten-grant capacity, that's a conversation about scope, not a surprise charge.
What does the setup process look like when starting an engagement?
We start with a review of your current accounting structure — your existing chart of accounts, any active grants or fund restrictions, your audit history, and reporting obligations. From there we configure the accounting setup to match your specific requirements. This setup phase typically takes two to three weeks and happens before the first billing cycle begins.
Do you work with specific accounting platforms?
Numberloom works with several platforms commonly used by nonprofits and research institutions. Platform specifics are discussed as part of the initial engagement review — we'll confirm compatibility and assess whether your current setup requires configuration changes before work begins.
Ready to Proceed
Tell us what you're working with
Describe your organization's funding structure and where the accounting demands are heaviest. We'll outline which service or combination fits your situation and what the engagement would look like in practice.
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