Every donor, gift, grant and volunteer — and the books behind them
Welcome and thank donors, record each gift by fund and give a Section 18A receipt, track grants from application to the last report the funder asks for, count goods in kind in and out, roster volunteers — and keep your own books, budgets and funds in the same workspace your auditor can be invited to.
Achekam for NGOs & NPCs: Run a non-profit on one system: donors thanked, gifts receipted by fund, grants and funder reports on time, goods in kind and volunteers — on your organisation’s own books. For NGOs, NPCs and other non-profit organisations.
Start free with Achekam for NGOs & NPCs · See the plans
The problems it solves
- Donors in a spreadsheet. Each donor is a record with how they give, how they wish to be recognised and the next contact — welcomed, thanked and stewarded by workflows that make the tasks.
- Receipts written by hand. A gift recorded under Donations is posted to donation income by fund and receipted: a Section 18A receipt once your approval number is recorded, otherwise an acknowledgement that says it is not one.
- Funder reports remembered too late. Each grant keeps its tranches and the reports the funder requires; the next report’s due date drives the reminders.
- Restricted money mixed with the rest. The fund goes on every donation’s journal as a tracking category, and a grant says whether it is restricted to its programme.
- Goods in kind nobody can account for. Deliveries are counted in on tiles and shelved, distributions handed out against the register, the count served recorded — never the names of the people served.
- Volunteers on a WhatsApp group. Screening (police clearance where they work with children), a volunteer agreement, and shifts with attendance and hours.
What it includes
Donors and gifts
- Donors and supporters — Individuals, companies’ CSI programmes, trusts and foundations, with how they give, how they wish to be recognised and the next contact.
- Donations by fund and campaign — Each gift with its donor, amount, day, method, fund and campaign — posted to donation income once, with the fund on the journal.
- Section 18A receipts — Numbered receipts with what section 18A(2)(a) requires, once your 18A approval number is recorded; otherwise an acknowledgement.
- Welcome, thank-you and major gifts — Workflows that welcome and thank each donor, and cultivate a major gift to an ask and stewardship.
- Mailing lists and campaigns — Write to your supporters by list and campaign.
Grants and funders
- Grant applications — From research to a decision: the funder, the programme, the amount requested and the submission deadline.
- Tranches — When each tranche is expected, what releases it, and when it was seen in the bank.
- Reports to the funder — Every report the funder requires, its due date driving the reminders, written, signed off and sent.
- Programmes as projects — Spend against a programme with projects and tracking categories, and budgets against actuals.
Goods in kind and volunteers
- Incoming deliveries — Goods counted with the person delivering, checked for condition and expiry, tapped in on tiles, shelved and the donor thanked.
- Distributions — The day and venue, the volunteers rostered, packs picked, handed out against the register and the count served recorded.
- Stock in the books — Where your books carry stock, a delivery is stock in at the warehouse chosen and a distribution stock out at cost.
- Volunteers — Role, screening and police clearance, a volunteer agreement, and shifts with attendance and hours.
Your books, budgets and funds
- Ledger, banking and reconciliation — Your own ledger, bank accounts and cash book, statements reconciled to the ledger.
- Bank statements read for you — Financial Intake reads statements and slips; nothing posts until a person accepts it.
- Suppliers, bills and expense claims — Bills, payments and staff expense claims with approval.
- Budgets, funds and VAT — Budgets against actuals, tracking categories for funds and programmes, and VAT where you are registered.
- Fixed assets, payroll and other currencies — The asset register, payroll and payslips, and books in more than one currency for foreign funders.
Your accountant and auditor
- Request a review or audit — Ask an independent reviewer or auditor for an independent review or an audit from your workspace.
- Your accountant in your books — Appoint a firm on Achekam to work in your books, with the access you choose; every change carries its name.
How it works
- Sign up as an NGO. The non-profit pack is on from your first screen.
- Add donors and record gifts. By fund and campaign, receipted and thanked.
- Track grants and goods. Tranches, funder reports, deliveries and distributions.
- Keep the books. Bank statements read and reconciled, budgets and funds — ready for your auditor.
Key capabilities
- Donors, gifts and receipts — Donors welcomed and thanked; every gift by fund and campaign, posted to your books and receipted.
- Grants and funder reports — Applications, awards, tranches and every report the funder requires, on time.
- Goods in kind and distributions — Deliveries counted in on tiles, distributions handed out, the count served recorded.
- Volunteers — Screened, under agreement and rostered on shifts with attendance and hours.
- Your books, budgets and funds — Your own ledger, banking, budgets and funds — and your auditor invited in.
The platform foundation
NGOs & NPCs runs on the shared foundation: the same sign-in and two-factor authentication, roles that decide who records, approves and posts, the document store with malware scanning, governed AI that only suggests for a person to accept, and every organisation’s data held apart by row-level security in the database.
Plans
| Plan | For | Monthly | Annual | Trial | Includes |
|---|---|---|---|---|---|
| NGO Starter | Businesses | R 1 499 a month | R 14 988 a year | 14-day free trial | 3 users, 20 GB storage. AI assistant; Request a review or audit; Automation centre; Invoicing; Industry CRM; Leads and pipeline |
| NGO Standard | Businesses | R 2 999 a month | R 29 988 a year | 14-day free trial | 10 users, 50 GB storage. AI assistant; Request a review or audit; Automation centre; Invoicing; Online payments; Products and stock |
| NGO Organisation | Businesses | R 4 999 a month | R 49 980 a year | 14-day free trial | 25 users, 50 GB storage. AI assistant; Request a review or audit; Automation centre; Invoicing; Online payments; Products and stock |
Prices as published today; VAT and billing terms as shown when you sign up.
Questions
- Does it issue Section 18A receipts?
- Yes, once your organisation records its Section 18A approval number in Settings: each receipt is numbered and states the approval reference, your name and address, the day received, the donor’s name and address, the amount and the certification. Without the approval number, or outside South Africa, the donor gets an acknowledgement that says it is not an 18A receipt. A receipt, once given, never changes.
- Does it send our 18A data to SARS?
- No. The third-party return of 18A receipts is made on SARS eFiling; Achekam keeps the receipts you gave.
- How are restricted funds kept apart?
- Every gift is recorded against a fund, and the fund is put on the donation’s journal as a tracking category, so income can be reported by fund. A grant says whether it is restricted to its programme, and programmes can run as projects with budgets.
- Can people give online?
- Yes, on the Standard and Organisation plans (and as an add-on on Starter): a donation site on your own domain, in your colours, with your campaigns and their goals, a donation form by fund and campaign, and a volunteer sign-up. A card gift is paid through your payment gateway and recorded once under Donations, posted and receipted; an EFT gift waits until a person marks it received. Monthly giving is a pledge: each month is paid separately, as there is no debit order.
- Does it read our bank account?
- Gifts paid into the bank are marked received by a person who has seen them there: no bank or debit-order feed is read for donations. A card gift given on your donation site is confirmed by the payment gateway. Bank statements are imported and read into your books for reconciliation; bank feeds are in the Standard and Organisation plans where your bank allows a connection.
- Do you keep the names of the people we serve?
- No. A distribution keeps how many people were served, never who they were: the signed register stays on paper or with your community partner, attached to the distribution.
- Who prepares our annual financial statements?
- Your accountant or auditor. Your books are on Achekam, you can appoint a firm to work in them, and you can request an independent review or an audit from your workspace. Firms on Achekam prepare statements for non-profit companies and organisations with their own templates.
