Nonprofit leaders who depend on government grants face both shrinking dollars and sharper questions about how funds are spent.
As leaders in nonprofit financial management transformation, BTQ Financial’s experts have helped 70 nonprofits successfully manage over $1 billion in operating budgets through dynamic conditions.
They share the reasons for this shift in scrutiny, and recommendations for organizations to ensure their finance functions are prepared, proactive, and transparent.
Shifting Financial Oversight
While sweeping oversight changes haven’t occurred yet, there are clear signs that expectations around accountability are tightening, especially for organizations receiving government funding.
Many nonprofits have experienced, or expect, reductions in government funding, creating uncertainty in planning and staffing.
From funders on how nonprofits are utilizing funds.
Recent executive orders indicate a renewed federal focus on preventing fraud, waste, and abuse in public spending.
Increasingly demanding more documentation, active monitoring, and higher expectations from their subrecipients.
Funders are pushing for stronger internal controls and real-time compliance, not just during audits but throughout the year.
Nonprofits unsure of how to plan, how to staff, and how to respond when the funding picture shifts should start with these key questions.
1. Do We Have Instant Financial Clarity?
Funder emails rarely wait for month-end. Data quality and system integration should enable you to tell your financial story in hours, not weeks.
“This isn’t just about access to reports, it’s about the quality of your data, how your systems talk to each other, and whether your team can tell the story behind the numbers.”
Regularly simulate funder questions, particularly on spend-down variances and restricted fund usage, to assess response capabilities.
Within government contracts.
To ensure effective and funder-approved utilization of funds throughout the year.
Investing in and regularly reviewing accounting and grant management software for accurate and efficient reporting.
All relevant staff should understand financial reports and be able to explain them to funders.
Monthly or at least quarterly cadence, involving both finance and program personnel to identify and address changes quickly.
Engaging program staff early in the budget process fosters greater accountability for spending and leads to a stronger, more realistic budget.
Anyone in contact with funders should understand how funds are being spent, even if that means doing a budget modification.
2. Do We Have Real Internal Controls?
Beyond having policies and procedures documented, nonprofits need to verify their internal controls are working in practice to prevent mistakes and ensure accountability.
Most organizations have policies and procedures written down somewhere, but the real question is: “Are those documents accurate and are staff following them?”
Of policies and procedures manuals that are readily accessible and understood by all staff.
To policies and procedures manuals to comply with new general accounting principles and changes in uniform guidance.
Of financial transactions helps identify and address issues before a formal audit.
Analyzing previous audit reports or funder findings, as well as insights from mini audits, helps identify root causes of errors (e.g., staff training, software issues) and prevent recurrence.
“Spot checks are an opportunity, not a failure. It’s a chance for us to find out if there’s something that we missed, if a process is not being followed, someone’s not trained and it can be a really useful tool.”
3. How Fast Can We Turnaround Documentation Requests?
Funder fire-drills are becoming the norm. Nonprofits need systematic organization and regular retrieval system testing to quickly locate and provide documentation upon request.
Establishing a centralized, easily accessible system for electronic documentation, including clear filing and naming conventions.
Containing approved budgets, signed contracts, audited financials, and registration/renewal documents.
Simulate a funder request and give the team a limited timeframe (ex. 24 hours) to gather and respond to the mock request. Debrief afterwards to identify obstacles and areas for improvement.
Calendar regular times to refresh and update materials (e.g., liability insurance certificates, board lists) to avoid sending outdated information.
To proactively assess readiness for the annual audit cycle and create a culture of continuous preparedness.
“Have SOPs, even around how to store things electronically. At BTQ we have a very clear way of how we’re filing things and naming conventions, so if a new staff member comes on they’re easily able to find something.”
4. Are We Prepared for Informal or Discretionary Oversight?
A single unexpected email can build confidence or break trust based on how quickly and clearly you respond.
Beyond formal audits, organizations should prepare for unexpected requests, informal inquiries, and discretionary oversight that arrives without advance notice.
Building close, consistent relationships with funders, including program officers and higher-level agency contacts, helps foster trust and anticipate upcoming needs.
That share the same funders can provide valuable insights, advice, and contact information.
To significantly reduce the time required to generate reports and respond to ad hoc requests, building funder confidence and freeing up staff for program activities.
“Building close consistent relationships, strong relationships with funders is very key. Sometimes that’s difficult… but when you can find that one person…having a good contact at a funder’s office is so helpful.”
Resources & Best Practices to Stay Current
The BTQ team recommends the following tools, resources, and best practices to keep up with regulatory changes and shifting federal priorities:
Technology
- Grant-tracking and accounting systems that mesh (ledger ↔ grant)
- Automation for GL detail exports and payroll allocations
Regulatory Intelligence
- Grants.gov email alerts for Uniform Guidance updates
- National Council of Nonprofits policy bulletins
- Ask each funder about their own list-serves or portals
Best Practices
Utilizing Partners for Oversight Preparation
Greater scrutiny is coming, but nonprofits that tighten data quality, field-test controls, centralize documents, and cultivate funder relationships can answer tough questions with clarity and confidence.
“Being ready isn’t about catching mistakes. It’s about building structure so your mission keeps moving when oversight ramps up.”
BTQ Financial, a division of Consero, has spent over two decades refining the very practices nonprofits need to withstand rigorous oversight.
Partnering with BTQ delivers:
Schedule an assessment today to start building a resilient and transparent finance function.
