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Software development invoice example for non-profit organizations

good morning everyone nonprofits and udoo for the one that just putting on their headphones good good uh good morning everybody um nonprofits and whoo it's a great combination and during this talk I will try to um highlight some of the problems that a lot of nonprofits are facing and how we sort of solved it uh with Udo so during the last um year we implemented some Odo from nonprofits and one of the issues that this uh nonprofit was fac facing um first of all this nonprofit is a is Regional Landscaping so there are like 16 Regional Landscaping offices in in in the flounders so they all have their specific territory this one's keld and durma um and what they are doing is there are like 25 people and they are keeping up these great uh environmental projects so what they do is they uh take care of the Heritage but also they make sure that you can enjoy nature and explore it uh for example uh bicycle Trails hiking trails they set up uh Natural Parks they they keep up or or set up um and it's really it's a great organization and and and they love to be outdoors in the nature but one of the main hassles they have is to get an overview of all of their projects because the overview of their projects in their um territory they have a lot of projects going on on they have grants coming in they have budgets on on these projects and in this on projects they have sub projects as well and to keep track everything it's it's a real hassle so what we did is we change some of the things you do so over here this is just basic you know project so and I will use in my example over here the natural park kir uh which is just a a project and then over here we have just a a customer you know a regular invoice and with the analytic accounts what they do is they sort of track the the related projects on their invoice so their project for example is here natural park kmir before they had a separate accounting system they were using all sorts of other tools so right now every time once a project is created automatically in analytic accounting the related projects are over here and what they ask often have is they have for example in this example they have a grant of €40,000 coming in from the province of east of Flanders and what they do is they or they take all of the uh amount as a working capital or they split it up by project so over here they can now easily say okay for the natural park cism we have 50% so 20,000 of this 40,000 Grand is applied to that to that project now on the same thing every year of course they have all of their budgets for all of this project and over here I will use like one or two project as an example but they have a lot of projects going on so they have set up also the budget for that uh for that same project so the they set 50,000 on on the budget for that specific project and also they keep track of all of their orders so and now everything comes together and this is probably the the main thing they are using because right now over here are the project leads and they take care of their project and you see all of the things so the revenue the 20,000 which was half of my grant from the province of East Flanders is now visible on the project they see their purchase order the ,000 is not it's already you know it a bill will come it's not yet built and they have the remaining in their budgets it's a simple example but over here in these projects they have several sub projects so for example natural park kir they have many many sub project underneath and what I mean by that is for example they have together with a a farmer for example they will will do a sub project in that natural park and what they're doing is they say okay we will um for example have a u do a project for carbon farming it will cost uh €20,000 but the farmer itself will pay 10,000 as well so now they're with these budgets so we made some modifications they can make sub projects sub budgets excuse me and what and what they are doing is from their this Grand budget from natural park they say okay okay for the carbon farming project we will receive an invoice from 10,000 for €20,000 and we will invoice to the farmer 10,000 as well and they make it tentative because typically for a regular company it's it's just a regular flow of invoice you know you start working once it's invoiced but for them like the grant for example they know it's coming but could be that they take have the Grant in maybe April of May from the province of East flounders but they start working in January so they make sort of tentative budgets in the system so they know what's coming same thing for this carbon farming so the example that I gave is they already forecast them themselves as a Project Lead okay 20,000 will come in 10,000 I will invoice to the farmer maybe end of the year but they already make this in the sub projects and that's really for them for the project leader of that project that's IM immense what what they doing because they were all keeping track on on excels to get a real status of a project was really hard or they had to ask the accountant every time you know what has come in and now just on all of these smart buttons on on on top of the the screen they can see all of the related documents all of the purchase orders all of the invoices that are that have been attached to that specific project and basically yes we did make some changes especially for the budget on the sub projects but uh it's it's more or less basic ooo out of the box udoo it's analytic accounting that we connect to for this project and I see a lot of nonprofits are are really working with with projects and have difficulty to to have a an overview of what are the bills that are coming in what is to expect it what our grants are are coming in ETC so that's one of the the things we've done for uh for regional Landscaping SCA and and Derma another um sometimes well you know not difficult but that took a lot of time is all of the approval flow so this is just udoo documents and typically you see the assign on on the right hand side the assigned related project it's the same thing it's dynamic they create a project automatically the assign related project is over there so what happens is they have the the inbox connected all of the invoices are coming in but it's not um uh put in the uh bookkeeping system until they run through an approval flow so first of all assigned related project what the the bookkeeper is doing is they assigned it from the from the owner to the owner of that project and he's the one who's taking care of the assigned related project because he knows oh this invoice is for that project and he assigns the related project afterwards they see okay once they assigned to related project they can ask a first approval in this example by by Barbara and this is like the Project Lead and she will confirm it it's okay you know you can go ahead and and and you know have it to the next stage and depending on the amount it will go to a second approval by by whim typically a lot of nonprofits use this sort of an approval flow depending on on the amount and then of course everybody can keep track over here where it is if somebody gets sick somebody gets out somebody's on holiday you exactly know where the where the document is and it's only on the latest stage that it's create bill is when the account is ready have two approval the Project Lead has confirmed that the the invoice is correct and it's then when it's invoice so it's a typical approval flow which we see in a lot of nonprofits they they they use same thing out of the box Udo it's created with with actions that we put on there's no customization uh in here um signature um just another small example a lot of nonprofits they have to sort of like stamp who's approved it like approved by barar or or by wh so they can use the the signature everything in there and of course on the chatter of the documents they can see the complete history who has approved uh when same thing um approval flow so this was for the incoming uh invoices but same thing for when they do a purchase who needs to confirm a a purchase order set it in Ino but also on the sales side we've done the same thing so they can create a quotations but they can't send it out without a manager or the Project Lead has sort of approved uh the sales quotation to go out so we've made a small modification they can't even send out the invoice the quotation I'm sorry they can't send out the quotation before somebody has approved it mandatory filings probably that's a a really important one um when the organization was keeping track with with Excel of all these these projects a lot of users felt a lot of stress just because they didn't know exactly like what invoices came in but also especially for these grants sometimes they only re receive a grant but they have to do some mandatory filings in order to to receive the second or third part of the of that Grant and of course what what happens is nobody knows what's where or they use Outlook and and create to-dos nobody knows where they are and for them I heard from another organization that they missed a 70,000 Grand just because they didn't make a filing on time so same thing in in Udo as a project leader it just the basic you know the task and project nothing special there but they now track all of these tasks like okay this we need to do the reporting that person needs to do that we need to do reporting but also to the accountant because all of the outgoing invoices are done by an accountant and they say okay the accountant we need to invoice the first part and the second part on on these dates when somebody's out somebody's sick the Project Lead can go over this project and see what's going on what's behind deadline Etc so now now they know if they miss anything the Project Lead or the coordinator of the project can have a look at it as well and they sort of know have a a more relaxed feeling that they know that all of their mandatory filings all all of the deadlines are are really kept in into one system for another organization um we're working with the a Alliance of rural electrification um what they are doing they have a lot of members so they they help them in the transition uh to more solar energy and of course they need to invoice all of the member fees so I know Udo has a separate membership app but we didn't use that for uh we are using subscriptions and with a subscriptions what they do is they set up the membership fees with the price connected and of course it's recurrent so it's a yearly fee in in this example we have a price list attached to it because typically with membership fees they increase with inflation so every year so that's how they keep track of of inflation next year and now they can see the monthly recurring Revenue so typically a lot of for nonprofits sometimes have members so all of the automated membership fees are done with with subscriptions and of course once you know somebody is a member with an automated action you can automatically say if the invoice has been paid they are now a member and typically they have a lot of member events so what they do for example they have webinars but only for Approved members and now they set up through the events a member event an online webinar in this case and now they can do invite and now they can say okay all my members from this category with these paid invoices these are the ones that are getting invite to this to this event and of course all of the automated communication you know when they sign up they get a little email three days before the event one hour before the event so everybody gets the link and typically this takes a lot of time you know they are exporting from from one systems to to a MailChimp and and then sending out emails and making mailing lists in Outlook and for them it's really it's like oh it's like everything is automatically connected another organization we're working with um they are doing Grant Management um for the Grant Management we're using the the this typical the CRM system because typically they're what they're doing is they're fundraising and they're working with an organization that you know they're for example have the Grant in this example with the coing BWI coing BWI sing um they have a 300,000 Grant they they're they're working with but this Grant is split up so yes it's 300,000 but the King bwan foundation says well it has to be divided and it has to be divided you have several topics where they're working on for example diversity you can use 80,000 of the grant but this for this year we have 20,000 also for diversity in 2024 and for the environment for next year there are 200,000 so they're keeping they're using the CRM and a regular quotation with analytic accounts to keep track on all of the reporting to see how far they are along in fundraising for example how much do we have for environment next year now they know exactly and they also know in the reporting what stage are in so I'll go back so you see my stages over here the confirmed not signed for example so now they know for examp example how much do we have for environment next year which is maybe confirmed but not signed how much is signed and that's how they can really fundraise against an amount they know how much they need to keep they know how much they're missing and now they know how far along they are same thing no no development over here it's just configuration of CRM quotations making with the analytic account we did make some modific and reporting to get the reporting straight for the um nonprofit nonprofits so we we help nonprofits set up Udo but another key thing is in our organization as well we have sort of the 111 principle which means and I'm not sure if I can say it over here but it's sort of set up by Salesforce or started by Salesforce so it's why why you say it's like 1% of your time 1% of your products and 1% of your Equity we try to help other organizations other social projects as well so we've done this for example because we have a niche in um and software for Opticians so we help with two billion eyes we sort of modified our oo so in a project in Kenya they could help truck drivers to make the eye measurements but more recently um we helped the the rotary of of Veteran and they done as well a fundraising event so what is it's it's a wine event and what they are doing is they set up a they're launching a webs shop what they did everybody can first of all order some tasting boxes with the wine bottles they selected everybody can pre-register and then during the weekend itself it's like one weekend they sell like a lot it's like 20 people working they convert sort of a garage to a drive-thru like McDonald's drive-thru and everybody comes in first of all they have we have the two P systems from Udo so they say Okay I want to have a coffee uh a cake Etc the tickets are printed into the kitchen and of course the people now come to or they have pre-registered the wine but not uh paid yet they come on in they pay or they went to the tasting room and they want to add some extra so we have two other post systems that are keeping track of of everything the new orders with a with a with a post system so it's easy to use and then uh we have in the sort of Warehouse which is the converted garage that all the printers all the labels are printed on Zebra printers and now a couple of 10 people are just you know picking all of the bottles of wine and put them into to the car and it's it's crazy it's like one weekend it's like drive-thru there's a line everywhere it's like cars driving through the garage and that's as well so we try to do so they choose for Odo uh to to help them with that and that's also some of the things that we really like to do is to help such organization their fundraising project and use Udo so they can really have this this this this really you know fundraising project and make it a success and and help them along with it so these are some of the examples that or some of the things that we worked on with other uh nonprofits and it's really great to see how Udo can make a real change for these nonprofits so they can really commit to the to the for if there any questions feel free to add or to the pat thank you thank you if you have any question if you can write it down then on the pad it's it's more easy yeah if you know just next to me so you're lucky what's the question okay uh so the question here is that how is working the the analytical Report with the CRM how the analytic report is working with the CRM yep yeah um it's a pain no um we did some modifications um you know I saw the keynote this morning and there was like a a topic over reporting and analytic account like okay that's what we need um so yeah we made some modifications o over there because it's yeah you have to make some modification it's like a separate View and modified view where we did some modification in order to get it straight but it's not out of the box click click but it should be out of the box with newer version uh speaking about the limitation um I'm a sales myself and most of the time uh when I meet a customer and I speak about ODU and other businesses that we have created with ODU uh their first reaction is to say yeah but my business is different what do you answer to that um you're right and and a lot of nonprofits say well you know that's not working for me you know we're we're not a regular company who is but typically the majority of their flows are pretty much the same like for example Grant Management they would say oh no we don't use CRM you know we don't but but it it's basically the same so for the grants so typically for as an example for the grants that were coming in a lot of the times they said okay well grants are coming in we we don't need to invoice them it's just coming into our bank account and and and it's there it's like well okay but now what we do is we do create a a um a sales quotation we make it in order so we know this grant will come in and then it's reconciled when it's when it comes in so it's a typical flow but you right typically they start working they get grants for for bigger projects and and that's other but the majority of the things what we're doing Grant Management is CRM all of the projects and analytic accounting isn't there all the approval flow is typically what's in bigger organization used as well so they do are using quite the same flows but typically they or a lot of time they hate to wording on on the C like a sales quotation and CRM and it's one and but the majority of the flows are pretty much the same okay and uh speaking about different flows I have a question here um so they ask if it's possible to do you know do you had case before where you you used ODU for City management City management yeah so like as a as a main Erp for for City management no as right now we didn't have any project for really City management like the uh the regional Landscaping they're you know it's not the same it's more like you know in their territory but they doing for for Natural Parks but we don't have really for City management but I'm I'm pretty sure in that specific that we you should see the flow but I can assume that City management and maintaining Natural Parks and and and biking paths and and trails is is will follow the same path okay um and maybe something before going to the next question uh something you didn't really talk about uh it's the communication inside the company because you said there are a lot of different application that are all connected together or is the communication between the employees of the nonprofit organization in ODU um so yes I I didn't mention it but they do are using especially the uh or it's it's the task that they are commit to to a certain person or of course the internal chatter questions and approval State uh is where all for example typically they have an uh an invoice coming in all of the communication from that email from the invoice that sent in it's attached to the to the system so typically what happened before is the account need to do set out like a lot of emails what is it about what is that about the amount is difference what's the thing so all of the communication is attached to it and they can all see the the previous communication with the notes and the ad text to the person so everything is connected but that's just the the chatter functionality of of Udo that they are are using but it do saves a lot of emails and time okay thank you um I have another question um someone ask if the the an integration with tzit uh is foreen for the future I'm sorry the integration of uh TW it I I don't know the program myself but it's uh second question there sorry don't know TW Z should have a look at it e w i z z i so for it I don't know ask the question they can add anything how would you address between a donor and orphan oh I'm sorry okay uh uh thanks uh we haven't so far we don't have an integration we're working with one project which is like attached for with a sporting Federation that approved by flounders so let's maybe talk afterwards and see but haven't done it so far um um so there are still two question third one is uh on the road so serm project event and post are the apps you mainly recommend correct I guess it depends the business but uh uh CRM project events and of course all of the analytic accounting uh and the documents apps all of the approval flow is in the documents app and of course it it only works if you have really an integrated um accounting system because the majority of all of the costs and incoming and outgoing are by using the analytic accounting so the majority is like accounting and would you address link between a donor and an orphan in a nonprofit orphanage don't know should should think about that don't know like that that's something think you know not sure how we would use this but typically if we think about it and maybe a last question um last but not least what's the the most successful campaign you had um with oo well maybe what's what's nice to see is the the first example I gave to the regional Landscaping uh uh organization they use it and so they're like the first one that used to do and now they they sort of proposed the solution or showed the solution of of oo to other organizations to other Landscaping organization and now they all want to move to Udo as well or or join udoo and I think that's for us a really successful case because that means that a lot of the people are really they like working with and and and there like was like one user a Project Lead that was really hesitant to in order to move and get everything in do and during that meeting that they've done for other Regional landscape she was like wow it's it's such a great software and was really so glad to to hear for us because she was really hesitant to get started with with so for us it was really yeah really great to see that happen so nice well thank you more than welcome