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Donor fund tracking
Code spending to a grant as it is entered, watch burn rates live, report restricted and unrestricted separately, and turn donor reports into exports. A grant is modelled as a project — that is a discipline the system records, not a wall it enforces, and the scope section says so plainly.
If any of these ring true, you are exactly who this was built for.
Transactions get their grant identity weeks later, reconstructed from receipts and memory.
Fuel under Grant A runs out, so it quietly books to Grant B — and neither report reconciles.
"We returned it" is still a finding. The wall between funds must be structural, not aspirational.
Money in the field belongs to no budget line until liquidation — and liquidations drift for months.
Each capability links to a deeper feature tour.
Every expense, PO, advance, and payroll allocation carries donor, grant, and line at entry time.
Spend vs time elapsed per grant and per line — spot under- and over-spending while it's still fixable.
A grant is modelled as a project, costs are coded to it as they are entered, and restricted and unrestricted spend report separately on that coding. It is a discipline the system records and reports faithfully — not a wall it enforces, because nothing stops a cost being coded to the wrong project.
Advances tagged to activities before payment, liquidation deadlines enforced, no second advance while one is open.
Equipment carries its funding grant — end-of-project handover reports take minutes.
Budget-vs-actual in the donor's structure, generated from live data — no Excel adjustment step.
Load the approved budget with its lines and restriction rules.
Expenses, procurement, and advances all tagged at entry — the system blocks untagged spending.
Budget-vs-actual and burn rate, straight from the system. Compare it with last quarter's spreadsheet week.
A practical system for tracking restricted funds from grant agreement to donor report — fund segregation, budget lines, burn rates, and audit-ready advances.
What NGO teams should look for in an ERP — donor fund segregation, procurement governance, asset registers, and Kenya-specific compliance — with a practical evaluation checklist.
The seven procurement problems behind most NGO audit findings — emergency purchases, quotation theatre, undocumented approvals — and the fixes that hold up in the field.
Where the consumption tax cannot be reclaimed, it has to be charged to a budget line — and a line has a ceiling that a good intention does not raise. The arithmetic is simple and it is discovered late.
Money spent against time elapsed — the fastest health check a grant has. The formula, the four patterns, why donors read it the way they do, and the 30-minute monthly review.
What each fund type is, where NGOs mix them by accident — salary borrowing, shared costs, exhausted lines — and the structure that keeps the wall intact.
Questions we are asked here
Yes — shared costs (rent, utilities, shared staff) can be allocated across grants by percentage or amount, with the allocation recorded and repeatable month to month.
The grant is recorded at the receipt-date rate, expenses book in KES as incurred, and exchange differences are reported explicitly and consistently across the grant period.
No. There is no advance or liquidation object in the product at all, so nothing carries a deadline, nothing is flagged or escalated automatically, and no policy can block a new advance. An earlier version of this answer described all three behaviours and none of them existed. What you can do today is issue the advance as a payment to the staff member and clear it against the expenses they later submit, which is a real workflow and an entirely manual one — the ageing and the chasing are yours. **A proper advance register with deadlines, escalation and a block on re-issue is on the roadmap and commissionable now**, on a written specification, a timeline and a price agreed before anything starts. If unliquidated advances are the reason you are shopping, treat this as the deciding row.
Role-based access lets you give auditors read-only views scoped to the grants they are reviewing, with every historical transaction and its documentation attached.
Bring one active grant and see its budget, burn rate, and report generated live.