We look after the books, reports and grant claims for owner-run businesses and small nonprofits without a finance person on staff. Your books closed by the 10th, every account reconciled, and a monthly report you can act on.
Working days after month end, on QuickBooks Online.
Bank and card transactions categorised and matched. Missing receipts requested in one email, not ten.
Every bank, card and loan account reconciled to its statement. Payables and receivables checked.
Month closed. Budget against actual, with a plain-language note on anything that moved more than you expected.
Board or owner pack sent: results, cash on hand, a three-month cash forecast and restricted funds.
Most boards get a 40-page export and no explanation. You get one page of numbers and three sentences on what they mean.
The figures on this page are an invented example, not a client's.
| Line | Budget | Actual | Variance |
|---|---|---|---|
| Grants and contributions | 412,000 | 398,500 | (13,500) |
| Program fees | 58,000 | 63,200 | 5,200 |
| Salaries and benefits | 301,000 | 296,400 | 4,600 |
| Program delivery | 96,000 | 104,900 | (8,900) |
| Operations | 49,000 | 47,100 | 1,900 |
| Surplus (deficit) | 24,000 | 13,300 | (10,700) |
What to know: a funder instalment of 15,000 arrives in October, so the grants gap is timing. Program delivery is over because the fall session ran two extra weeks; it stays within the annual budget if winter runs as planned.
Each plan includes a set number of finance director hours a month for review, calls and analysis. Routine processing by the AI system does not use them. Work beyond your hours is $150 an hour, agreed with you before it starts.
Every plan starts with an implementation, so the system is built on your books before the first close: Essentials setup $1,500, Books to Board setup $3,000, Fractional CFO setup with three AI workflows $5,000. Half at signing, half at go-live.
Three months to start, then 30 days' notice. You own your QuickBooks file and your data at all times, and if you leave, you get a clean handover.
Not ready to commit? A finance health check is $1,000: a read-only review of your books, controls and reporting, a two-page findings note and a fixed quote. The fee is credited in full if you sign within 30 days.
For small businesses and nonprofits with IRAP, CanExport, WAGE, IRCC, FedDev Ontario or Ontario Trillium Foundation funding.
We read the contribution agreement, set the grant up in your books with project codes and the funder's own categories, prepare claims and reports on time, and support the close-out. Add it to any monthly plan from $400 a month per active grant, or $1,200 and up per claim.
$300 per month of backlog, or $450 for months with payroll, several accounts or inventory. Minimum $1,500. Up to six months caught up in four weeks; up to twelve in six to eight.
What you get at sign-off:
Routine steps like categorising transactions and drafting reconciliations are prepared with AI tools inside QuickBooks Online. Nothing is posted or sent until it has been reviewed by an internationally qualified Chartered Accountant.
Your data stays in your QuickBooks file. It is not used to train AI models, and every report you receive has been read by a person before it reaches you.
The same templates we use with clients, for teams that want to do it themselves.
Policy, staff questionnaire and client disclosures for a small organisation using AI. A short version is free.
Seven templates so finance work survives a staff change or a new treasurer.
Close checklist and a one-page management pack in Excel and Google Sheets.
Every engagement is led by Ann James, an internationally qualified Chartered Accountant (ICAN) with an MBA and more than eight years of finance leadership across international nonprofits and a $60 million oil and gas operation, with reporting for Canadian and US entities.
MBA, Ted Rogers School of Management. ACCA (UK) Diploma in Accounting and Business. Certified Scrum Master and SAFe Product Owner. Works in QuickBooks, Dynamics GP, Salesforce, Plooto, Float and Syft.
QT, a Toronto arts and culture nonprofit, had no formal accounting system and multi-year records that had never been reconciled, alongside grant reporting obligations.
Tell us the size of your organisation, your software, and how far behind the books are, if they are.
info@jayvinconsulting.ca