Spending against the approved budget
Each line claimed has to sit on a line of the approved budget, with modifications approved where a move crosses the funder’s threshold.
What a voucher has to prove
Every funder asks the same questions in a different format.
Before the form, the voucher is a set of facts a funder will check. Prove It keeps each one tied to the record it came from.
Personnel, person by person
Who was paid, on which pay date, and what share of their pay belongs to this contract — with allocations that total 100% across all of a person’s contracts.
Fringe and indirect on the approved basis
Fringe at the budgeted rate and within the funder’s ceiling; indirect at the basis the contract allows — for NYC human-services contracts, the NYC HHS Cost Manual; for federal awards, a NICRA, the de minimis rate or an award-specific method.
OTPS in the funder’s categories
Non-personnel costs coded to the funder’s own categories, with the invoice or receipt behind each one, and nothing the funder lists as unallowable.
The right period
Costs placed in the period the funder counts them in — by pay date or service period, monthly or quarterly — and incurred within the contract’s period.
Totals that reconcile
The voucher ties back to the payroll register and the invoices. A difference is either explained or fixed before anything is filed.
The monthly workflow
From the payroll file to a paid reimbursement.
Payroll and expenses
The payroll and accounting/AP files your systems already export come in through the Import Center, previewed before anything is saved. A payroll that was already recorded is refused.
Shared staff
Each person’s pay is split across contracts by allocation percentage; approved payroll becomes each contract’s personnel cost.
Needs Review
Unallowable costs, fringe above a ceiling, allocations off 100%, missing funder identifiers and reconciliation differences are listed worst first. A critical issue blocks approval unless someone overrides it with a written reason.
The voucher
Each program-month moves through review and approval statuses, and the output is produced at the funder’s support depth — the funder’s own file where Prove It has one.
Your submission
Your team reviews the file and submits it through the funder’s own system — PASSPort, SFS, JustGrants or the funder’s portal. Prove It records the submission; it never files anything itself.
Receivables and month-end
Approved and paid amounts are tracked in Receivables; Month-End Close shows where each contract will land; closeout keeps the record.
What your team provides and reviews at each step, month by month: your monthly Prove It checklist.
What differs by funder
The workflow is shared. The rules are not.
Two vouchers built from the same payroll can look nothing alike. DYCD’s monthly PS Template is personnel only, one row per person per pay date with a title code from DYCD’s own list. The IOLA Fund reimburses quarterly on an April–March year. NYSED caps cumulative FS-25 requests at 90% of the budget. DOJ Office of Justice Programs awards report on the SF-425. Fringe ceilings, indirect bases, cost categories and whether payroll counts by pay date or service period all change from funder to funder — and sometimes from contract to contract.
Prove It keeps one set of records and applies each funder’s rules on top of it, so adding a contract with a different funder does not mean another spreadsheet. Where a funder rule has not been verified, the product says so and asks for confirmation rather than guessing. For a single funder in depth, see DYCD voucher software or the Resource Center, which has a page for each of the 26 funders.
Support depth
“Supported” means something specific for each funder.
No funder is described as fully supported. Each funder page states its depth, and the free templates are the funders’ own forms.
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.
Boundaries
What it does not do.
Prove It does not submit vouchers to PASSPort, SFS, JustGrants or any funder portal, and it does not guarantee that a funder will accept a voucher. It works alongside your accounting system — QuickBooks, Sage Intacct, MIP, Blackbaud — rather than replacing it, and it reads payroll and accounting data from exported files, not direct connections. Financial calculations are deterministic; AI only helps read unfamiliar payroll file layouts and explain issues.
Start with one real voucher.
Load one contract, its staff allocations and a recent payroll file, and rebuild last month’s voucher in Prove It. Or check a voucher you have already filled in, free, in your browser.
Questions
Common questions
Does Prove It submit vouchers to PASSPort or other funder portals?
No. Prove It prepares the voucher and its backup from your records; a person at your organization reviews it and submits it through the funder’s own system. Prove It then records the submission so it can be tracked to payment.
Does it replace QuickBooks or our accounting system?
No. It works alongside the general ledger and payroll systems you already use, reading their exported files — including a QuickBooks P&L by Class — and turning them into funder-ready reimbursement work.
What if our funder is not one of the 26?
The core workflow — budgets, allocation, payroll, expenses, review and reimbursement tracking — works for any funder as a Custom Funder, configured with your own requirements. Prove It does not silently apply another funder’s rules to it.
Is a voucher from Prove It guaranteed to be accepted?
No. Prove It checks the voucher against the rules it has for that funder and shows what it cannot verify; the funder decides what it pays. Always confirm requirements against your own contract and the funder’s current fiscal manual.