NGO ERP
Two sides on one platform. The public website is where donors discover the 13 projects, choose how to help and read the annual reports. The internal ERP is where the team manages data, automates bank reconciliation and gets real-time reporting. Both run on the same database, so every leu stays traceable - from a public donation to the report it ends up in.
Table of Contents
Summary
From bank statements checked manually to an end-to-end ERP: data, funds and reports in one place - updated automatically. Mihai și Prietenii supports children with special needs and their families.
One single platform
Data, finances and reporting, unified. No more parallel spreadsheets.
Automatic reconciliation
Bank statements processed and matched to projects, in minutes.
Every income source
Donations, sponsorships, grants and Form 230 - separate and traceable.
Transparency by design
Every leu tied to a project - raw material for the annual report.
The Challenge
"How do you run a transparent nonprofit without drowning in bank statements and spreadsheets?"
Started to fund one child's therapies, the association now runs 13 projects for children with special needs. The money comes from donations, sponsorships (20%), Form 230 (3.5%) and grants - and every leu must be traceable for donors.
- Manual reconciliation - hundreds of transactions checked line by line.
- Fragmented income - every funding source tracked separately.
- No single source of truth - projects, people and money in different tools.
- Slow reporting - every statement for funders, hours in Excel.
The Solution
The Mihai & Prietenii ERP: a single platform with modules for every area of the organization - from projects, volunteers and donors to finances and reporting. All on the same database.
What Really Changes
A proprietary ERP that centralizes data and automates finances:
A single source of truth
Projects, people and money in the same database, always in sync.
Financial automation
Statement ingestion, categorization and per-project reconciliation.
Full traceability
Every leu linked to a source and a project, from statement to impact.
Instant reporting
Income by type, monthly evolution and top funders - no manual Excel.
Delivered Features
Modules that work together - from data management to financial automation and reporting.
Dashboard - the bird's-eye view
The home screen of the ERP: active projects, team, volunteers and total donations at a glance, plus the latest registered volunteers - everything updated automatically.
- Key metrics at a glance: active projects, employees, volunteers and total donations.
- Month-over-month and year-over-year trends shown inline.
- Latest registered volunteers, searchable and filterable by status.
Dashboard: an overview of projects, volunteers, donations and income.
Data Management - the single source of truth
Every project, volunteer, donor, beneficiary and sponsor becomes a structured record. The public content on the site is backed by the same database the team manages internally.
- Modules for Projects, Volunteers, Donors, Beneficiaries, Sponsors and Documents.
- Replaces parallel spreadsheets with a searchable, filterable portfolio.
- No double work, no information lost in separate Excel files.
Public projects page - the 13 initiatives, backed by the same ERP database.
Income Sources - separate and traceable
On the public site, the donor chooses how to help. In the ERP, each entry lands automatically in the right category, with amount, date and source.
- Donation, 20% sponsorship or 3.5% redirection - chosen by the donor.
- 7 funding types tracked separately, each tied to a source.
- Where relevant, each entry is tied to a specific project.
On the site, the donor chooses how to help: donation, 20% sponsorship or 3.5% redirection.
Income Centralizer - the operational heart
The Income Centralizer brings all revenue into one place and splits it automatically by category: donations, sponsorships, grants, Form 230 and others.
- All income in one view, auto-categorized and trackable.
- Each entry carries amount, date and source.
- Every leu linked to a source and, where relevant, a project.
In the ERP, each entry lands automatically in the right category, with amount, date and source.
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Bank Reconciliation - hours to minutes
The Reconciliation module processes imported statements (BCR, ING, CEC) and matches each transaction to a project or a sponsor. Fees are detected automatically.
- 171 records ready to validate from a single import.
- Date, account, reference, counterparty/IBAN and status - allocated to projects or sponsors.
- Reconciliation that took hours now takes minutes.
Validation & Reconciliation: 171 records ready to validate from a single statement import.
Reporting & Insight - decisions on data
Financial data becomes the big picture: income vs expenses with net balance, income by type, monthly evolution, top funders and per-project reports - updated automatically.
- Income vs expenses, net balance and monthly trend in real time.
- Reports across projects, volunteers, e-learning and online shop.
- The complete financial picture, always current.
The engine behind: income vs expenses, net balance and monthly trend - in real time.
Transparency & Annual Reports
Every leu tied to a source and a project becomes the raw material for the annual report - the transparency the association promises its donors.
- Public promise of full transparency, backed by real data.
- Annual reports built from the ERP, not from scratch in Excel.
- Donors, sponsors and partners see where the money goes.
The public promise: annual reports and full transparency towards donors.
Results & Impact
The association's work - before and after the ERP:
| Activity | Before | After |
|---|---|---|
| Bank reconciliation | Hours, line by line | Minutes, 171 tx / import |
| Reporting for funders | Hours in Excel | Instant, by type & month |
| Tracking income sources | Each source, separate | Centralized & traceable |
| Source of truth | Projects & money in different tools | One synced platform |
| Transparency to donors | Hard to prove | Every leu, tied to a project |
171 transactions processed from a single statement, ready to validate. A report that took a day now happens in one click - full control and transparency over the funds, so the team can focus on the children.
Want a web platform like NGO ERP?
Reply within 48h. No strings attached.
Technical Spotlight
// Frontend
React / Next.js, SPA with dedicated modules (tables, filters, dashboards), own design system
// Backend
REST API in Node.js, role-based authentication, statement ingestion & reconciliation engine
// Financial Automation
Multi-format statement parser, categorization rules and IBAN/counterparty matching
// Integrations
Stripe for donations and sponsorships, webhooks and extensible interconnections
// Infrastructure
PostgreSQL for relational data, document storage, cloud deploy, HTTPS
Mihai & Prietenii
The public face of the association, backed by the ERP
Want a web platform like NGO ERP?
Reply within 48h. No strings attached.
Services used in this project
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Sector
Nonprofits & associationsCustom Software Development
Scalable, high-performance software tailored to your business needs.
IT Consulting & Digital Transformation
Strategic solutions and detailed analysis to optimize your IT infrastructure and business processes.
Business Process Automation
We implement automation solutions that streamline processes and reduce operational costs.