Accounts Payable & Receivable
Accounts payable and receivable for nonprofits
MFO runs the day-to-day money movement for nonprofits: paying bills, managing cards and reimbursements, and recording every contribution and grant correctly. We set up clear approval workflows and verification controls so payments are accurate, documented and on time.
AT A GLANCE
Who it’s for
Nonprofits that want bills paid on time and every gift recorded correctly
Payables
Bill pay, cards, reimbursements, vendor setup and 1099s
Receivables
Contributions, donor restrictions, grants, pledges and invoicing
Systems
Ramp, QuickBooks Online and your donor database
What’s included
Money in, money out, handled carefully
Accounts payable
Bill pay
Invoices are captured, coded, routed to the right approvers and paid on schedule, typically through Ramp.
Cards and reimbursements
Company cards, receipt capture and employee reimbursements, with spending policies your team can actually follow.
Vendors and 1099s
New vendors are verified and W-9s collected up front, and 1099s are prepared each year.
Payment controls
Approval workflows, extra review for larger payments and verification of any change to vendor bank details.
Accounts receivable
Contributions
Gifts are recorded and reconciled to your bank and donor database, so development and finance agree.
Donor restrictions
Restricted gifts are tracked from receipt to release, so restricted money is spent the way donors intended.
Grants and pledges
Grant awards and multi-year pledges are recorded as receivables and tracked through collection.
Invoicing and deposits
Program fees, memberships and other earned revenue are invoiced, recorded and matched to deposits.
MFO doesn’t prepare tax returns or perform audits. We work directly with your auditors and 990 preparer so those engagements go smoothly.
How it works
A steady, predictable process
01
Map your workflow
We document who requests, approves and pays, and where gifts come in, before changing anything.
02
Set up the tools
We configure Ramp for bills, cards and reimbursements, connected to your books, with approvals that match your policies.
03
Process throughout the month
Bills are paid, receipts collected and gifts recorded as they come in, not in a month-end rush.
04
Reconcile monthly
Payables, receivables and your donor database are reconciled to the books as part of every close.
Who it’s for
A good fit if you are…
- Teams spending too much time chasing receipts and approvals
- Growing organizations adding cards, vendors and staff
- Organizations receiving gifts through several platforms
- Boards that want stronger controls over payments
Related services
Works best together
“They’ve been very responsive to time sensitive needs, and have freed up untold hours of work that has allowed us to focus primarily on our operations.”
Common questions
Accounts Payable & Receivable FAQ
Does MFO pay our bills for us?
Yes. MFO processes bills, routes them to your approvers and releases payment once they’re approved, usually through Ramp. Your team keeps approval authority; we handle the coding, scheduling and recordkeeping.
How does MFO help prevent payment fraud?
MFO verifies new vendors, collects W-9s up front, confirms any change to vendor bank details directly with the vendor, and uses approval workflows with additional review for larger payments.
Does MFO reconcile our donor database to our books?
Yes. Contributions are reconciled between your bank, your donor database and your accounting system each month, so development and finance reports agree.
Can MFO manage company cards and employee reimbursements?
Yes. MFO sets up and manages Ramp cards, receipt capture and employee reimbursements, and codes each transaction to the right program, grant and account.
Last updated October 2026
Get in touch
Put your mission first
Whether you’re looking for a new accounting partner or want to learn how MFO can serve your nonprofit, we’d love to hear from you.