Nonprofit Software Needs Assessment

Accounting · ERP · Accounts Payable · Expense Management — client discovery questionnaire

1 Organization Profile

Basic context that shapes every recommendation.

Organization name

Primary contact & role

Contact email / phone

Mission / focus area

501(c)(3) status

Annual operating budget

Full-time staff

Finance/accounting staff

2 Current Technology Stack

What are they using today, and how painful is it?

Current accounting / ERP software

Other tools in the stack

How would you rate the current setup?

Works well Adequate but limited Manual / spreadsheet-heavy Broken / we're outgrowing it

Top 3 pain points with current tools

3 Functional Requirements

Check all features that are required, nice-to-have, or not needed.

Core Accounting & Reporting

Fund accounting Grant tracking & reporting Restricted vs. unrestricted funds Multi-entity / chapter support Audit-ready reports Board reporting pack

Accounts Payable

Expense Management

Mobile receipt capture Corporate cards integration Per-diems & policies Mileage tracking Reimbursement workflows

Budgeting, Payroll & Integrations

Budgeting / forecasting module Payroll integration Donor / CRM integration Bank feed sync API / custom integrations

4 Users, Access & Compliance

Number of users needing access

Who needs access?

Role-based permissions required?

Yes — granular roles Basic user/admin suffices Not sure

Compliance & Security

Single audit (federal funding) GAAP / FASB reporting SOC 2 / security certifications Segregation of duties Donor-restricted reporting (e.g. statements)

5 Budget, Timeline & Constraints

Approximate annual software budget

Preferred deployment

Implementation timeline

Who will own implementation?

Any hard constraints or must-haves not covered above?

6 Priority Ranking

Rank each area by importance (1 = critical, 5 = least important).

7 Additional Notes

Anything else that would shape the recommendation?

Completed by: ____________ | Date: ____________ | Reviewed with client: ☐