Donors and grants
Donor profiles, grant agreements with amount, currency, period, reporting schedule and conditions. Tranches received with the exchange rate of the day, documents and a calendar of key dates.
For NGOs, foundations and associations
Every grant, every franc, every result
Donors, budgets, spending approvals, procurement, indicators, beneficiaries and donor reports in one place. Built for organisations in Rwanda and East Africa.
Fictional organisation with sample data, sign in with one click.
Dashboard · Twiyubake Initiative
Demo dataActive grants
3
Approvals waiting
7
People reached
874
Budget used per grant
Actual + committed
- GR-001 Green Valley Foundation · USDOn track
- GR-002 Hope Partners Fund · EURNear limit
- GR-003 Community partner · RWFReport due
REQ-00184 Farmer training, NyagatareRWF 420,000 · Finance
Works with
- RWF · USD · EUR
- MTN MoMo
- Airtel Money
- Bank transfer
- Cash
- CSV and PDF
How it works
From the donor's money to the donor's report
- 1
Tranche in
USD or EUR received at the day's rate
- 2
Requisition
Officer codes it to a budget line
- 3
Approval
Chain set by the amount
- 4
Payment
Voucher paid, receipt attached
- 5
Activity
Attendance and indicator data
- 6
Report
Donor report and portal
Each step is done by the right role and written to the audit log. A small request needs 1 approval; a large one needs 3. You set the amounts.
Features
What a grant-funded organisation runs on
Budgets per grant
Budget lines by category as unit cost × quantity × frequency. Budget vs actual vs committed per line in the grant's currency, burn rate, variance alerts and revisions with an approval history.
Projects and logframes
Projects linked to one or more grants, locations down to the sector, team, logframe from goal to activities, and a work plan with dates, owners and a timeline view.
Requisitions and approvals
Every request is coded to grant, project, budget line and activity. The approval chain follows the amount: Program Manager, then Finance, then the Executive Director. Nobody approves their own request.
Vouchers and advances
Payment vouchers as PDF, paid by bank, MTN MoMo, Airtel Money or cash with the reference and receipt. Staff advances are retired with receipts and cash returned, and the balance is tracked.
Procurement
Purchase requests from approved requisitions, quotations with a configurable 3-quote rule, comparison, purchase orders, goods received and a supplier list.
M&E indicators
Indicators per logframe level with baseline, quarterly targets and breakdown by sex, age and district. Field officers enter data, the M&E officer verifies it, and the tracking table shows % achieved.
Beneficiaries
Individuals, households and groups with sex, age, location and vulnerability tags. Attendance lists per activity and services received. Duplicates by national ID or phone are refused.
Reports and donor portal
Donor financial report, indicator tracking table, reach by sex, age and district, spending, advances and procurement registers, on screen, CSV and PDF. Donors see only what you publish.
Budget vs actual
Know what is left on every line
Actual is what was paid. Committed is approved but not yet paid, plus advances not yet retired. What remains is budget minus both, so two officers can't spend the same money.
Results are measured the same way: an indicator with a target of 600 people trained and 432 verified is at 72%.
The budget and indicator maths is covered by automated tests.
Example grant · USD
Youth agri-business, budget lines
| Line | Budget | Actual | Committed | Left | Used |
|---|---|---|---|---|---|
| 1.1 Farmer field school trainers | 14,400 | 8,640 | 1,200 | 4,560 | 68% |
| 2.3 Training workshops, 25 people | 9,000 | 6,930 | 1,380 | 690 | 92% |
| 3.1 Seed and tool kits | 21,000 | 9,450 | 0 | 11,550 | 45% |
| 4.2 Field monitoring visits | 4,800 | 1,920 | 340 | 2,540 | 47% |
Made for Rwanda first
- RWF for local spending; grants in USD, EUR or RWF
- MTN MoMo, Airtel Money, bank, cash and cheque as payment channels
- Province, district, sector, cell and village for projects and beneficiaries
- 16-digit national ID and +250 phone checks to stop duplicate beneficiaries
- English today, with the wording kept in one place for Kinyarwanda and French later
Control and donor trust
- Eight roles, each limited to what it needs; the board sees reports, not personal data
- Approval chain by amount; nobody approves their own request or revision
- Nothing financial is deleted: mistakes are reversed and kept
- Audit log of every sign-in, approval and payment
- Donors see only the reports and indicators you publish to their portal
Roles
Eight roles to try in the demo
Executive DirectorAll grants, burn rate, approvals, reports dueOpen the demo →Finance ManagerTranches, vouchers, advances, ledgerOpen the demo →Program ManagerProjects, logframes, first approvalOpen the demo →Project / Field OfficerOwn activities, requisitions, attendanceOpen the demo →M&E OfficerIndicators, verification, reachOpen the demo →Procurement OfficerQuotes, purchase orders, suppliersOpen the demo →Board (read-only)Every report, no personal dataOpen the demo →Donor portalIts grants and published progressOpen the demo →
FAQ
Questions NGOs ask us
Can we import our existing grants and budgets?
There is no self-service import screen yet. During setup we load your donors, grants, budget lines, projects and opening balances with you.
Which currencies does it handle?
Spending is recorded in RWF. Each grant has its own currency (for example USD or EUR). Every tranche keeps the exchange rate of the day it arrived, and spending is converted back at those receipt rates, so the donor report is in the grant's currency.
Where is our data hosted?
Each organisation gets its own private instance with its own PostgreSQL database. Today we run instances on Amazon Web Services (AWS) in the US East region. Ask us if you need another location.
Is there a mobile app for field officers?
Not yet. The web app works on phones, and a versioned API for a phone app (activities, attendance, beneficiaries, indicator data, requisitions) is already built. The Android and iOS apps are planned.
Does it send SMS or connect to MoMo automatically?
No. Payments are made through your bank, MTN MoMo, Airtel Money or cash as usual and recorded with the reference. SMS can go through your own provider, which needs setup.
Is it an accounting system?
No. It tracks grants, budgets and spending per donor line. Keep your accounting package for the general ledger, tax and payroll; the CSV exports help you reconcile.
How long does setup take?
It depends on how many grants, projects and staff you have. We agree a date with you after a first call.
Request a setup
Tell us about your organisation: donors, active grants, projects and staff. We set up your own private instance, load your grants and budgets, and train your team.