Prove It Financials
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Your monthly Prove It checklist

Six simple steps each month.

Your team keeps using its existing payroll provider, accounting system and funder portals. Prove It organizes the monthly financial activity around each government contract and shows what needs attention before reimbursement and Month-End.

  • Keep your current payroll system
  • Keep your accounting system
  • Keep your funder portals
  • No duplicate monthly spreadsheet process
One-time setup

Set these up once. Update them only when something changes.

  • Organization information and fiscal year
  • Government contracts and grantsFor each one:
    • Funder
    • Contract / program name
    • Contract number
    • Start and end dates
    • Award amount
  • Approved contract budgets
  • Staff roster
  • Staff allocations across contractsThe share of each person’s time charged to each contract — see the example.
  • Required funder identifiersThe IDs a funder’s form asks for, such as a DYCD ID # or a JCLS vendor ID.

Once this setup is complete, most of it carries forward month to month.

Program DirectorIllustrative

One person’s time, split across contracts.

DYCD Contract A50%
DYCD Contract B30%
Administration20%
Total100%
Every month

The monthly grant finance workflow, in six steps.

You keep using the systems you already have. Each month, give Prove It the new financial activity, review the exceptions, prepare the reimbursement, and review where each contract stands.

Step 1: Upload payroll

Export the month’s payroll register from the provider you already use and upload the file.

Your team provides

  • The payroll export for the monthAny provider that exports a file, for example:
    • ADP
    • Paychex
    • Gusto
    • Paylocity
    • TriNet
    • QuickBooks
    • another provider that exports a file

The column mapping is saved, so next month’s file in the same layout is recognized. Nothing is saved until you confirm the preview.

Prove It does

  • Matches each person on the file to your staff roster
  • Applies their approved allocations
  • Splits payroll across contracts
  • Calculates each contract’s personnel cost
  • Flags names that aren’t on the roster, and allocations that are missing or don’t total 100%
  • Catches a payroll run that was already uploaded
  • Keeps pending payroll out of actuals until it is approved

Your team reviews and approves the payroll before it becomes part of contract actuals.

Step 2: Update expenses

Bring in the month’s expenses from the source you already keep them in.

Your team provides

  • Current expenses, from one of:
    • QuickBooks Profit & Loss by Class
    • AP or expense export
    • Expensify export
    • Invoice list
    • Manual invoice entry, where needed

Files are uploaded and previewed before anything is saved. Prove It doesn’t connect to your accounting system or replace it.

Prove It does

  • Organizes expenses by contract
  • Maps them to each contract’s budget lines
  • Flags unmapped lines, duplicates and costs dated outside the contract period
  • Updates budget-to-actual spending
  • Won’t add lines to a month whose reimbursement is already approved or filed — they go to the next open month or an amendment

Step 3: Review changes and exceptions

If nothing changed, you do not have to re-enter it.

Update only what changed this month

  • New employee
  • Employee left
  • Salary changed
  • Staff allocation changed
  • Budget modification
  • Contract amendment
  • New recurring vendor
  • Funder identifier or requirement changed

Prove It surfaces what needs attention

Instead of asking you to review everything again, it lists what is flagged. Examples:

Needs reviewA name on the payroll file isn’t on the staff roster
Needs reviewA person is allocated more than 100% across contracts
Needs reviewAn expense is dated outside the contract period
Needs reviewA required funder identifier is missing

Step 4: Prepare the reimbursement

Review the month, then let Prove It prepare the reimbursement support.

Your team reviews

  • Payroll complete and approved
  • Staff allocations resolved
  • Expenses reviewed
  • Budget categories correct
  • Reconciliation differences resolved
  • Required funder information present
  • Critical exceptions cleared

Prove It prepares

  • Reimbursement / voucher support
  • The funder’s own export, where Prove It supports that funder’s form
  • Personnel schedules
  • Budget-to-actual information
  • Supporting reconciliation

A person at your organization reviews the reimbursement and submits it through the funder’s normal process. Prove It does not submit to the funder automatically.

Step 5: Record submission and payments

Record what happened with the funder, so submitted, approved, paid and outstanding stay separate.

After the reimbursement is filed

  • Mark it Submitted
  • Enter the submission date
  • Confirm the submitted amount
  • Enter the funder reference, if there is one

When the funder responds

  • Record the approved amount, if it differs
  • Record each payment
  • Enter the check, EFT or payment reference
  • Record a return or resubmission, where it applies

SubmittedApprovedPaidOutstanding

Illustrative
Submitted$100,000
Approved$95,000
Paid$75,000
Outstanding$20,000

Illustrative figures, not from any organization. Outstanding is measured against the approved amount when one is recorded ($95,000 − $75,000), and against the submitted amount otherwise. Prove It doesn’t read bank accounts or funder portals — your team records what the funder approved and paid.

Step 6: Review Month-End and spenddown

At the end of the month, Prove It helps your team answer two sets of questions for every contract.

Is the month complete?

  • Is payroll complete?
  • Are allocations complete?
  • Are expenses reviewed?
  • Is the reimbursement prepared or submitted?
  • Are reconciliation issues open?

Where does each contract stand?

  • How much of the budget has been spent?
  • How much contract time has elapsed?
  • Where is the contract projected to finish?
  • Is an underspend or overspend projected?
  • What reimbursements remain outstanding?
  • What advance remains to be recouped?

Prove It gives each contract one recommended next action.

Spending ahead of or behind contract time is shown as a pacing signal to look at, not as noncompliance. Where there isn’t enough data to project, the forecast says so.

What you don’t re-enter every month

The monthly input is the new activity — not rebuilding the contract every month.

Unless something changes, Prove It keeps:

  • Contract information
  • Approved budgets
  • Staff roster
  • Staff allocations
  • Funder identifiers
  • Saved import mappings
  • Prior reimbursement history
  • Prior payment history
  • Audit history
The whole month

Six steps, the same order every month.

A monthly grant management checklist for a nonprofit finance team — from the payroll file to the government contract reimbursement and Month-End.

  1. Upload payroll
  2. Upload expenses
  3. Resolve exceptions
  4. Prepare reimbursement
  5. Record payments
  6. Review Month-End

See how each step works in practice: payroll allocation · funder vouchers · reimbursement · receivables · Month-End and spenddown

Questions

What prospective clients ask about the monthly work

Does Prove It connect directly to our payroll provider or QuickBooks?

No. You export a file from the system you already use — a payroll register, a QuickBooks Profit & Loss by Class report, an AP or Expensify export — and upload it. Prove It saves the column mapping, so next month’s file from the same system is recognized.

Does Prove It submit the reimbursement to the funder?

No. A person at your organization reviews the reimbursement and submits it through the funder’s normal process, such as PASSPort or the funder’s portal. Afterwards your team marks it Submitted in Prove It and records the date, amount and any funder reference.

How does Prove It know when the funder pays?

It doesn’t read bank accounts or funder portals. When the funder responds, your team records the approved amount and each payment, with its check, EFT or payment reference. Submitted, approved, paid and outstanding are then shown separately.

What if nothing changed this month?

Then there is nothing to re-enter. Contracts, budgets, the staff roster, allocations and funder identifiers carry forward; the month’s input is the new payroll and expenses, plus a review of anything Prove It flags.

Do we stop using our accounting system?

No. Prove It works alongside your accounting system and payroll provider. It organizes each month’s activity around your government contracts; your books stay where they are.

See it with one real contract.

Bring one contract, one month of payroll and your current expense information. Prove It can show you what the monthly workflow would look like using your own structure.

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