Discipline-Specific Solutions
Built for every function of your nonprofit
Deep, specialized tools for Financial Management, Compliance, Workflows, Approvals, Accounting Integration, Contractor Management, Grants & Contracts, and Procedures & Knowledgebase.
Complex Payment Scenarios
Prepaid Expenses & Recurring Invoices
Handle deposits, subscriptions, and ongoing vendor payments with automatic tracking and GL code enforcement.
Prepaid Expenses & Deposits
Vendors often require upfront deposits or prepayment. Approvaly tracks the full lifecycle from deposit to final invoice.
What Approvaly Does:
- Records prepaid amount with correct GL code (prepaid asset account)
- Tracks remaining balance automatically
- Calculates final payment: remaining balance - invoice amount
- Exports prepaid GL entry + final invoice entry together
Example:
Contractor requires $2,000 deposit. Finance approves prepaid request. After work, contractor invoices $5,000 total. System calculates: $5,000 - $2,000 = $3,000 final payment. Both GL entries (prepaid asset decrease + expense) sync to QuickBooks automatically.
Recurring Payments & Subscriptions
Software, memberships, and ongoing services generate identical invoices month after month. Set it once, approve automatically.
What Approvaly Does:
- Create recurring payment once with amount, GL code, schedule
- Set NTE (Not-To-Exceed) limits—flag if amount exceeds threshold
- Auto-generate payment requests on schedule (weekly, monthly, etc.)
- View all recurring payments + disable/modify anytime
Example:
Organization pays $500/month for project management software. Finance sets up recurring payment: $500, auto-approve if under limit, month-end GL code. Every month, system generates + approves payment automatically. Director can pause subscription with one click.
Financial Institution & Banking Integration
Connect Approvaly directly to your financial institution to disburse approved payments via ACH and e-Check — no checks to print, no bank portal to log into.
What Approvaly Does:
- Integrates with your financial institution for ACH transfers and e-Check payments
- Initiates disbursements only after approval workflow completes — no unapproved payment leaves the bank
- Attaches banking details, confirmation numbers, and timestamps to each payment record for the audit trail
- Reconciles ACH and e-Check disbursements against invoices and GL entries automatically
Example:
A contractor's $3,000 final payment is approved. Approvaly sends an ACH transfer directly from your organization's bank account, records the confirmation number on the payment request, and posts the corresponding GL entry to QuickBooks — all without printing a check or touching the bank portal.
The Financial Impact
Prepaid Tracking
Zero
GL code errors
Recurring Payments
50%
less approval overhead
Month-End
80%
faster reconciliation