Project spending and records
ERP for NGOs and donor-funded teams
Connect project budgets, purchasing, payroll and finance records for your Kenyan NGO. Evaluate VisionONE using your approval responsibilities, supporting documents and reporting requirements.
Field Mission Logistics & Security
Coordinated supply chains, inventory, and emergency response
Delivering humanitarian and developmental assistance requires reliable logistics in challenging operational environments. VisionONE integrates fleet dispatch, medical and relief inventory, and regional warehouse balances to guarantee aid reaches beneficiaries without loss or diversion.
Relief Inventory & Batch Traceability
Monitor central store receipts and decentralized field warehouse dispatches. Track emergency medical kits, agricultural inputs, and relief items by batch, expiry date, and donor contribution tag, ensuring distribution accountability from arrival to beneficiary handover.
Fleet Maintenance & Fuel Reconciliation
Automate field vehicle logbooks, service intervals, and driver assignments. Reconcile electronic fuel cards, vendor vouchers, and mileage logs directly against designated project cost centers to control operational overhead and prevent misuse.
NGO finance and operations
Keep project spending connected to its evidence
Project budgets
Review budgets, commitments and actual spending by project or cost centre. Bring a sample budget and donor report to demonstrate your required reporting structure, including project references, reporting periods and the treatment of shared costs. Agree who owns each budget and approves a revision. During evaluation, compare a familiar total with its supporting transactions and record any configuration needed for your organisation's grants. Confirm which reports are included before agreeing the implementation scope.
Purchasing controls
Follow a requisition through budget review, the approval route, supplier order and receipt. Give delivery differences and invoice questions a reviewer. Use the ERP selection checklist to record authority limits and the evidence required before a purchase can proceed. Test a normal request and an exception, such as an unplanned item or a partial receipt. Confirm the proposed separation between requesting, approval and financial review with the people who will operate the process.
Payroll and finance
Review approved payroll records alongside finance postings and project references. Confirm the allocation basis and reporting needs included in your implementation. Identify who provides payroll changes, who approves them and who checks the resulting project charges. Use anonymised examples when assessing a split between projects or reporting periods. Agree how corrections will be authorised and reconciled, and include access to sensitive employee information in your organisation's review of the proposed roles and responsibilities.
Supporting records
Keep invoices and contracts with the business records they explain. Review who maintains, views and approves sensitive work against your authority matrix. Use the data migration checklist to plan the source records, opening information and reconciliation checks. Agree how historical supporting documents will remain accessible, which records belong in the first phase and who accepts the migrated results. Confirm your retention and access requirements with the implementation team before transferring operational or personal information.
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Fund Accounting & Controls
Multi-donor grant management and audit readiness
Donor-funded programmes and non-governmental organisations operate under strict financial accountability. VisionONE provides a unified framework to track grants across their complete lifecycle, from initial award allocation to final audited closeout.
Multi-Currency Grant Ledgers
Manage contributions in donor currencies (USD, EUR, GBP, KES, INR) with automatic exchange rate revaluations. Maintain segregated fund balances that prevent restricted grant funds from being commingled or diverted to unauthorized expenses.
Real-Time Budget vs. Actual Burn Rates
Track commitments and actual expenditures in real time against approved donor budget lines. Configure automated warning thresholds to prevent over-budget purchase requisitions before commitments are legally executed.
Compliance-Driven Procurement & 3-Way Matching
Enforce competitive quotation requirements and strict segregation of duties between procurement officers, project managers, and finance sign-offs. Every disbursement requires verified 3-way matching of purchase orders, receiving notes, and vendor invoices.
Field Imprest & Mobile Expense Retirement
Streamline field mission advances and petty cash management. Field personnel submit expense reports and attach digital receipts through mobile self-service, speeding up reconciliation and eliminating missing supporting voucher queries during audits.
Audit Readiness & Governance
Rigorous donor compliance, timesheet allocation, and closeout controls
Preparing for statutory and independent project audits requires uncompromised traceability. VisionONE links every journal entry, bank disbursement, and field advance directly to its original supporting voucher, eliminating disallowances during external donor reviews.
Automated Timesheet & Payroll Allocation
Allocate staff gross salaries and employer statutory benefits proportionately across multiple donor contracts based on approved electronic timesheets. Automatically post payroll debits to the corresponding project cost centers while maintaining centralized payroll reconciliation.
Segmented Procurement Thresholds
Configure dynamic approval hierarchies matched to funding agency rules. Enforce mandatory RFQs (Request for Quotations), tender committee evaluations, and formal approval matrixes before local purchase orders (LPOs) are generated.
Automated Donor Expenditure Statements (SOE)
Generate standardized Statement of Expenditure reports formatted to specific donor requirements (USAID, Global Fund, EU, FCDO). Export ledger balances directly into approved reporting matrices with full drill-down to underlying transactions.
Controlled Asset & Equipment Custody
Track project-funded physical assets, laptops, and field vehicles with designated custodian tracking, donor serial tags, and depreciation schedules compliant with International Public Sector Accounting Standards (IPSAS).
FAQ
Questions before your NGO ERP demo
Can we review project and grant budgets?
The Budget & Cost Control module includes project budgets, grant budgets and donor reports. Bring your budget headings and reporting format to confirm supported fields, dimensions and outputs before agreeing scope. Compare a budget, its commitments and the related expenditure using a representative project. Record the owner of each reconciliation check and any reporting requirement that needs additional configuration.
Can we set approval responsibilities for purchases?
Procurement and governance workflows connect approval routes and role permissions. Test your authority levels and separate requesting and approval duties using a routine purchase and a policy exception. Include the person who owns the authority matrix in the review. Confirm the proposed escalation route and how an approved change to responsibilities will be reflected in the configured process.
Will every donor reporting format be available?
Reporting requirements differ. Ask the team to demonstrate your sample format and document the available reports, configuration and any additional work in the proposal. Agree shared-cost treatment, reporting periods and review responsibilities with your finance team. Check both the totals and the supporting detail that reviewers will need. Acceptance should be based on the agreed output, rather than a general promise that every donor format is available.
What should we bring to an NGO ERP demo?
Prepare an anonymised project budget, one purchase with its supporting documents, your authority matrix and a sample reporting pack. Include users, entities, payroll needs and historical records that may need migration. Ask the demonstration team to follow the purchase into its project report and identify any gaps. Keep a decision list showing the required evidence, the responsible person and the items to resolve before implementation.