Accounting HQ
A ledger the software keeps,
with us watching it.
Real-Time Bookkeeping is a software-run ledger with our oversight. The system categorizes and matches your transactions continuously, in camp categories we set up, and we watch the output instead of keying every entry. It is built for simpler camps, and for camps that need the books right without the cost of a full engagement.
- Who it is for
- Simpler camps, smaller day camps, camps in their first seasons, and camps that need clean books on a tight budget.
- On its own?
- Yes. It is hired on its own. When your camp outgrows it, we move you up to Accounting Operations with the same team.
Showing for
Pick your camp type and this page will speak to it.
What you get
Categorized as it clears, by the system.
There is no stack of transactions waiting for someone to work through at the end of the month. As deposits, refunds, staff pay, and supply runs clear the bank and the cards, the software sorts them into your camp categories and matches them as they come in.
When a parent asks about a refund or a vendor asks about a bill, the answer is already in the books.
- Bank and card transactions categorized continuously
- Recurring vendors and payments matched by rules we set
- Deposits and refunds matched to families
- Receipts attached as they come in
- Anything the system cannot classify flagged for review
- A simple monthly summary of where things stand
Who does what
The software runs it. We oversee it.
The software does the daily work: it pulls in every bank and card transaction, sorts each one into a camp category, matches deposits, refunds, and receipts, and applies the rules for the vendors and payments you see every month.
We do the setup and the oversight: we build your camp categories and the rules the system follows, watch for what it gets wrong or cannot classify, correct it, and step in when something looks off.
There is not a person touching every transaction. That is the design, and it is why this costs less than an engagement where a team does the work by hand.
Camp categories from day one
Set up the way a camp earns and spends.
We start you with categories built for camp: session and day camp revenue, staff wages, food, program supplies, transportation, and facilities. If you add rentals or a second program later, the books are ready for it.
How this differs
A system with oversight, not a team.
Real-Time Bookkeeping is a system we oversee. Accounting Operations is a team that does the work: a Fin Ops Specialist on the daily transactions, a Controller who closes and reviews the books every month, and a Director who serves as your fractional CFO.
Because the work here is done by software with our oversight, it does not include a reviewed month-end close, a reporting package for owners or a board, revenue-line analysis, or a Director serving as your fractional CFO.
When you need those, that is Accounting Operations. Many camps start here and move up as the camp grows, and nothing has to be rebuilt when they do.
From a camp we work with
Building a financial foundation for a new nonprofit camp
A new camp that set up its books the right way from the first season.
Related
The rest of Accounting HQ
Accounting Operations
Books closed, reconciled, and reviewed every month, in camp categories.
Camp Payroll
Payroll built for a headcount that triples in June.
Filings and Compliance
1099s, donor letters, and license renewals, with the due dates kept for you.
Next door
Financial Statement Level Check
Not sure which tier fits? Answer a few questions and see where your books stand today.
Next step
Tell us where your camp is today.
How many sessions you run, how long you have been open, and who keeps the books now. We will tell you plainly whether this tier fits or whether you need more.