The Nonprofits Fix Kit
Built for nonprofits.
Nonprofits lose money in ways a business wouldn't tolerate: indirect costs never charged to a grant, reimbursements requested months late, restricted gifts never released, a filing missed three years running that costs the exemption itself. Most of it is paperwork, and the rules are published. This kit sets your grant agreements, ledgers and filings against those rules.
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The 11 leaks it covers
7 you can close it · 2 the other side owes it · 2 a pro decides
- Federal grants run without charging any indirect costsWhere to look first: List every federal award and whether it charges indirect costs.Keep it from coming back: Every grant budget gets an indirect cost line, even when it's zero, with the reason.The other side owes it
- Grant reimbursements requested months after the money was spentWhere to look first: List every reimbursement-basis grant and the date of the last drawdown or request.Keep it from coming back: Drawdowns on the calendar like payroll.The other side owes it
- Single Audit triggered without a plan or budgetWhere to look first: Total federal expenditures for your fiscal year across all awards, including pass-through.Keep it from coming back: Track federal expenditures monthly against the threshold.A pro decides
- Capitalization policy still set to the old equipment thresholdWhere to look first: Read your capitalization policy and grant equipment procedures.Keep it from coming back: Review the policy whenever federal rules change.You can close it
- Restricted gifts spent but never released in the booksWhere to look first: List restricted gifts and grants with balances.Keep it from coming back: Quarterly restricted-fund review.You can close it
- Annual IRS filing missed, putting the exemption itself at riskWhere to look first: Confirm which return you file: 990, 990-EZ or 990-N. Organizations with gross receipts normally $50,000 or less generally can file the 990-N e-Postcard (VERIFIED: IRS).Keep it from coming back: File on the same date every year, tracked by the board.You can close it
- Donor acknowledgments missing or wrongWhere to look first: Donors claiming a deduction of $250 or more must have a contemporaneous written acknowledgment that says whether anything was given in return (VERIFIED: IRS).Keep it from coming back: Acknowledgments go out within a set number of days of every gift, tracked weekly.You can close it
- Unrelated business income with no 990-TWhere to look first: List income that isn't from your exempt purpose: advertising, merchandise, rentals, services to the public.Keep it from coming back: Code each new revenue stream when it starts.A pro decides
- Volunteers driving for you with no mileage policyWhere to look first: Write a mileage policy: whether you reimburse volunteers, at what rate, and what records are needed.Keep it from coming back: Collect logs monthly.You can close it
- Card fees on donations never offsetWhere to look first: Total last year's processing fees on donations (CALCULATED from statements).Keep it from coming back: Review fees by platform each year.You can close it
- Monthly donors lost to expired cardsWhere to look first: Pull failed recurring gifts for the last three months.Keep it from coming back: Check failed recurring gifts every week.You can close it
Free: one full leak from this kit
No sign-up, no email. Here is leak 1 of 11 exactly as it appears in the kit, so you can see what you get before you buy.
Federal grants run without charging any indirect costs
The other side owes it- List every federal award and whether it charges indirect costs.
- Under the 2024 Uniform Guidance revision, organizations without a negotiated rate may use a de minimis indirect rate of 15% (up from 10%) of modified total direct costs, for projects starting on or after October 1, 2024 (VERIFIED: U.S. EPA summary of 2 CFR 200).
- Check each award's terms; some programs cap indirect costs.
- For new applications, budget indirect costs from the start.
- Ask the program officer how to apply the rate to existing awards if the terms allow.
Your part: Decide and budget.
Question to a program officer: Re: Award [NUMBER] We do not have a negotiated indirect cost rate. May we apply the 15% de minimis rate under 2 CFR 200.414(f) to this award, and if so, from what date and through what budget revision process? [NAME], [TITLE], [ORGANIZATION]
Every grant budget gets an indirect cost line, even when it's zero, with the reason.
What this kit can't decide for you: Award terms and the agency decide. Your auditor or grants counsel confirms.
That's 1 of 11. The other 10 come the same way in the kit: steps, words to send, a habit to keep each one closed.
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What people in this work look up
When nonprofits go looking for answers, they search things like “nonprofit grant compliance”, “nonprofit accounting”, “form 990” and “nonprofit indirect cost rate”. Those searches turn up forms, averages and other people's numbers. This kit starts from your own records instead: the 11 places money leaks in this work, where to look first and the words to send to close each one.
What you get for each leak
- Numbered steps to close each leak
- Your part, spelled out
- Words you can use: letters and scripts, ready to send (fill in the brackets)
- A habit that keeps each leak from coming back
- An honest line on what the kit can't decide for you
A page from the kit
Questions people ask
Federal grants run without charging any indirect costs: where do I start?
Start here: List every federal award and whether it charges indirect costs. To keep it from coming back: Every grant budget gets an indirect cost line, even when it's zero, with the reason.
Grant reimbursements requested months after the money was spent: where do I start?
Start here: List every reimbursement-basis grant and the date of the last drawdown or request. To keep it from coming back: Drawdowns on the calendar like payroll.
Single Audit triggered without a plan or budget: where do I start?
Start here: Total federal expenditures for your fiscal year across all awards, including pass-through. To keep it from coming back: Track federal expenditures monthly against the threshold.
What it can't decide for you
This kit works from your own records. It doesn't give legal, tax, licensing or financial advice, and it never tells you what to charge. Where a CPA, attorney, insurer or state board makes the call, the kit says so and gets your records ready for them.
17-page PDF · instant download after payment · Code VYR-KIT-NONPROFITS-01
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Next step
- Run your free LeakReceipts check — it reads your own receipts and records and shows where money is leaking out, line by line.
- TrueNET — the whole-picture money truth: what you actually keep after every cost, across everything you earn and spend.
Use Jobber or Housecall Pro? Run the free leak check — it reads your job export in your browser and shows the money leaks the software doesn't flag. Nothing is uploaded.