Fiscal Sponsor Organizations

It’s the consequence part we’re struggling with on our end - it’s a pretty big deal to pull card access from an organization with recurring expenses. We’re also looking to see if we can be more flexible on receipts for items under $25 coming out of unrestricted funds.

@Lisa Dugdale Love to know what you find out about expenses under $25.

What system is everyone using for collecting receipts? Is that the issue - is it clunky? We are small and so are able to do a weekly review, but worry about when we grow.

@Cheyanne Sauter We use two options:

Through Bill Spend & Expense (formerly Divvy)

Emailing receipts to the Bill Spend & Expense provided email. The platform then auto-matches the receipts to the expense.

For expense not charged to the BIll Spend card, they can email them to our general accounting email and we forward to Quickbooks to match there

@Cheyanne Sauter We have Google Drive folders where everyone puts their receipts, organized by month. Our finance manager then exports a spreadsheet where everyone codes everything, adds descriptions, and it is initialed by their manager. That happens every month. It works relatively well, as long as people are diligent. I think people also don’t know that if they have Google Drive on their phone they can scan a receipt directly into a folder! I find that super helpful.

@Lucy Kennedy-Wong, she/her Love this! We are building a simple Google Form at the moment and will ask ppl to enter all the detail into the form with the receipt attached. I do worry about reconciliation at the end of the month though but I think there is something here that will help to develop this process. Thank you!

@Cheyanne Sauter AI could likely be utilized here to cross reference the receipts in the Drive folder with a reconciliation report. We use https://claude.ai for ~$20 to help with reimbursable grant reports.

@Cheyanne Sauter We have all credit card holders sign a use policy first that says their card can be taken away if they don’t do receipts or coding. We also have a form that I filled out and signed that went to the Finance Director. I’ve attached both in case they’re helpful!

Love these recommendations @Lucy Kennedy-Wong, she/her and @Amanda LaFleur! I think @Amanda LaFleur you all are so tech savvy. I’d love to hear more about how you integrate your project management softwares and how your projects feel about learning new technology!

@Cheyanne Sauter Love to chat! I’m going on vacation next week and will sadly be missing the conference this year. @Andrew Schulman I’d love to present sometime on our tech stack and leveraging AI for our practice at a weekly call

This is really excellent, Amanda. Thank you so much for sharing!