How to Find the Right Bookkeeping Platform for Your Charity

Managing a charity’s finances comes with unique challenges - from tracking restricted and unrestricted funds to meeting strict reporting requirements under the Charities SORP (and this is changing from 1 January 2026 with new requirements!). Having the right bookkeeping platform isn’t just helpful - it’s essential. But with so many options on the market, how do you choose the right one for your charity?

Here’s what to consider when selecting a bookkeeping system that will support your charity’s work, save time, and stay compliant.

1. Understand your charity’s specific needs

Before you start comparing software, be clear on what your charity requires:

• Do you have restricted and/or designated funds that need to be tracked separately?

• Do you need to send out sales invoices? Or manage money owed to you?

• How complex is your reporting (e.g., Management reporting, Gift Aid, etc)?

• How many users will need access (senior management team, finance team, trustees, volunteers)?

• Do you need integration with fundraising platforms or CRM systems?

Tip: Make a list of "must-have" vs. "nice-to-have" features.

2. Look for charity-specific features

Some accounting platforms offer modules designed for non-profits and charities, including:

• Fund accounting (restricted/unrestricted income tracking)

• Gift Aid management and claims

• Reporting aligned with the Charities SORP

• Budgeting and project tracking tools

Platforms like Xero can be tailored for charities – it's not perfect, but it does a very good job and there are plenty of apps that integrate with Xero to make life easier. At Beeston-Clarke Accountants, our team are all Xero Certified Advisors.

3. Consider costs (and charity discounts)

Many software providers offer charity-specific discounts or free versions for smaller organisations. Always ask about:

• Charity pricing

• Tiered packages based on size

• Extra costs for add-ons, users, or integrations/apps

Tip: Think about future growth - will the platform still meet your needs and adapt as you expand?

4. Check for ease of use and support

A platform might be powerful, but it needs to be usable for your team:

• Is the system intuitive?

• Is there good training or onboarding help?

• How responsive is customer support?

User-friendly systems can save time and reduce errors - especially if finance tasks are shared across staff and volunteers.

5. Make sure it supports compliance and reporting

Choose a platform that makes it easier to:

• Prepare year-end accounts – can you adapt the reports into a format that can help with this?

• Track and allocate funds properly at the point of entry

• Export reports for further analysis and adding additional information

6. Ask for recommendations and demos

• Speak to other charities or a charity-specialist accountant

• Read reviews tailored for non-profits

• Arrange demos to see how the system works day-to-day

A few extra hours of research can save you months of frustration later! And potentially a lot of £££’s too!

Summary

The right accounting platform will not only help your charity stay compliant - it will also give you clearer insights, better decision-making, and more time to focus on making a difference.

Take your time, ask the right questions, and choose a system that will adapt and grow with your charity’s goals.