Nonprofit finance teams
Fiscal directors, managers and analysts who prepare vouchers and reports for several government contracts at once.
What it is
The layer between your accounting system and your funders.
Prove It sits between an organization’s accounting and payroll systems and each funder’s reimbursement and reporting requirements. It turns payroll and expense records into the work a government funder pays on — allocation, compliance checks, vouchers, reimbursement tracking, month-end review and closeout — while the organization keeps its own general ledger and payroll provider.
Who it is for
Finance teams carrying government contracts.
Multi-site organizations
Organizations with shared staff and common costs across programs and sites.
Fiscal agents
Organizations administering funds on behalf of others, each with its own workspace.
Grant consultants
Advisors standardizing the same reimbursement work across clients.
The problem it solves
One payroll, many funders, many formats.
Government contracts are paid on reimbursement. Every month or quarter the organization proves what it spent — by person, by pay date, by cost category — in each funder’s own format and against each funder’s own rules. Without a system built for it, that means re-keying the same payroll into a different spreadsheet for every funder, then tracking by hand what was submitted, approved and paid. Prove It keeps one set of records and produces each funder’s output from it.
Coverage
26 government funders across New York City, New York State and federal programs.
New York City: DYCD, ACS, DOE, DHS, DOHMH, HRA, DFTA (NYC Aging), SBS, MOCJ, DOP (Probation), DCLA.
New York State: OCFS, OMH, OASAS, NYSED, DCJS, OVS, DHSES, DOL — WIOA, IOLA Fund, JCLS, Health Research, Inc., AmeriCorps (ONCS).
Federal: HHS Head Start, HUD Continuum of Care, DOJ Office of Justice Programs. See also federal grant financial reporting.
For a single funder in depth, see DYCD voucher software or the Resource Center.
The core workflow
Payroll to closeout, in order.
1Payroll2Allocation3Compliance4Reimbursement5Receivables6Reporting7Month-End8Closeout
Each step reads the records the step before it produced: payroll allocation, funder vouchers, reimbursement, receivables and Month-End Close and spenddown forecasting. What a finance team actually does each month — and what carries forward without re-entry — is in the monthly Prove It checklist.
Support depth
How far Prove It goes for each funder.
No funder is described as fully supported. Each funder page states its depth.
The funder’s own file
A tested export produces the funder’s own form from your records: NYC DYCD, NYC DOE, NYC DOHMH, NYC HRA, NYC DFTA (NYC Aging), NYSED, HHS Head Start, DOJ OJP.
The funder’s own template, filled
Prove It fills the funder’s template; check it against the form before you file: NYC ACS, NYC DHS, NYS OCFS, NYS DCJS, NYS OVS, NYS DHSES, IOLA Fund, NYS JCLS, Health Research, Inc., NYS AmeriCorps (ONCS).
Funder-specific checks
The funder’s rules and reporting logic are modeled, without a funder file: NYC MOCJ, NYC DOP (Probation), NYS DOL — WIOA.
Your own requirements
The core workflow configured with the organization’s own rules: NYC SBS, NYC DCLA, NYS OMH, NYS OASAS, HUD Continuum of Care.
What it does not do
The boundaries are part of the product.
- It does not submit anything to PASSPort, SFS, JustGrants or any funder portal — a person at the organization reviews and submits.
- It does not guarantee that a funder will accept a voucher or a report.
- It does not replace an accounting system such as QuickBooks; it works alongside one.
- It does not connect directly to payroll providers, accounting systems, banks or funder portals — it reads exported files, and payments are recorded by staff.
- It does not use AI to perform financial calculations. Totals, allocations, reconciliations and forecasts are deterministic; AI helps read unfamiliar payroll file layouts and explain issues.
Security and privacy
Controls described as they exist today.
Access is checked on the server, each organization’s data is kept separate, material actions are written to a permanent audit history, and payments are handled by Stripe’s hosted checkout — Prove It does not store card numbers. The free voucher checker reads a file in the browser and never uploads it. Prove It does not claim SOC 2, FedRAMP, HIPAA or other certifications it has not obtained. Details are on the security page, and how we get it right covers where the forms and rules come from.
Contact
Talk to us.
Email ProveItFinancials@gmail.com. Plans and the founding pilot are on the pricing page; who uses Prove It is on solutions.
Start with one real monthly workflow.
Load one contract, its staff allocations and a recent payroll file, and rebuild last month’s reimbursement in Prove It.