The Beneficiary / case report is TidyOne's report for isolating the activity of one person or one defined need inside a nonprofit that supports several beneficiaries. Choose the period, beneficiary and, when needed, the case. TidyOne calculates relevant income and expenses, applies multi-beneficiary allocations when no project filter is added, brings in linked supporting documents and displays the case's operational context. Currencies remain separate, and the report still needs to be checked against original evidence and the accounting records.
Why you need a beneficiary or case report
An organization-wide report answers “what happened in the nonprofit?”. A project report answers “what happened in this program?”. A nonprofit supporting several people needs one more view: what part of that activity actually belongs to one person or one case?
This is where beneficiaries, cases and allocations matter. One donation can be split between two people, and one invoice can cover transport for several beneficiaries. If you copied the original transaction for each person, the nonprofit's total would be wrong. The beneficiary/case report is designed to keep the original transaction once while reporting only the portion allocated to the selected person where allocation data exists.
Before generating the report
Check three things first. The beneficiary should exist once in Beneficiaries & Cases. Their cases should belong to the correct person. Shared transactions should use allocations rather than duplicate copies of the same receipt or payment.
For documents, verify that the invoice, receipt or agreement is linked to the correct transaction or carries the correct beneficiary, case, project or fund context. TidyOne can include a document because it is linked to a transaction already in the report, even when the document itself does not repeat every individual label.
Step 1 — Choose “Beneficiary / case report” and the period
Open Reports and choose Beneficiary / case report under report type. This type is exposed in multiple-beneficiary organization mode. If neither a beneficiary nor a case is selected, TidyOne explicitly asks you to choose one before generating the report.
The period preset can use the current year, previous year or a custom interval. Current year covers 1 January through 31 December of the current year; previous year uses the same bounds for the prior year. For a monthly, quarterly or case-specific report, choose Custom and enter the exact start and end dates.
Step 2 — Select the right beneficiary and case
You can select a Beneficiary first. The case list then narrows to that person's cases. If you select a Case, TidyOne also sets the beneficiary who owns that case and switches the report type to beneficiary/case.
If you select only the beneficiary, the report can cover relevant activity across that person's cases. The operational summary shows the number of cases, how many are active and how many projects are linked to the person. If you select one case, the context card can show status, main goal, provider/hospital, home country → service country route, reference number and planned departure/return dates when those fields exist.
Step 3 — For an individual allocation report, leave Project on “All projects”
This is the most important current limitation. When a beneficiary or case is selected and no project is selected, TidyOne applies allocation logic to the transactions. When a transaction has allocations, the report keeps only the allocations matching the selected beneficiary/case and replaces the reported amount with the sum of those allocations while preserving the original transaction amount for export.
If a Project is also selected, transactions are filtered directly by project and the individual allocation recalculation is not applied in the same stage. Therefore, when you need the exact amount allocated to one beneficiary inside a shared project, keep Project → All projects. Use the project filter when your intent is to inspect the project's transactions, not to mathematically isolate one person's allocation.
How allocations enter the report totals
Example: the “Access to care” project has one shared transport invoice for RON 900. There is only one transaction. Its allocations assign RON 540 to Ana and RON 360 to Radu. When Ana's report is generated without a project filter, TidyOne reports RON 540 for that transaction, not RON 900. The CSV export contains both Reported amount and Original amount, together with the beneficiary-allocation marker.
For transactions without allocations, TidyOne can include a record directly assigned to the beneficiary/case or a transaction from a project that unambiguously belongs to the selected person. A shared project with several beneficiaries should not automatically be treated as fully belonging to each beneficiary.
| Situation | In the beneficiary report |
|---|---|
| Transaction allocated across several beneficiaries | Only the amount allocated to the selected beneficiary/case is used when no Project filter is active. |
| Transaction directly assigned to the beneficiary | It can be included in full. |
| No direct beneficiary, but the project unambiguously belongs to that person | It can be included in full. |
| Shared project transaction without an individual allocation | Do not assume the whole amount belongs to the selected beneficiary. |
Step 4 — Read the financial summary without mixing currencies
The top of the report shows Income, Expenses, Balance, the number of Donors / sponsors in period and the number of Documents in period. Financial totals are kept separately by currency. If the report has RON 3,000 and EUR 200 of income, TidyOne does not combine them into one artificial total.
The Balance is income minus expenses included in the report for each currency. It is not a bank balance. Missing transactions, restricted funds, unpaid invoices or differences in payment dates can all make it differ from the amount actually available at the bank.
The Financial summary below groups income and expenses by category, project and currency. This makes it easier to see whether therapy, transport, equipment or other categories dominate the selected case.
Step 5 — Check case context and timeline
For a selected case, TidyOne displays available operational context and events that fall within the report period. The timeline counts planned, done and cancelled events and shows up to the first 20 events in the table, with a note when more exist.
The Next action card looks for the next future planned event across the relevant case or cases. It can be outside the report period because this element is operational: it is designed to show what happens next, not only what happened between the chosen dates.
Step 6 — Review supporting documents
The Supporting documents section compares report expenses with documents that have a linked transaction_id. It shows how many expenses have a linked document, how many documents were AI-processed and how many remain unprocessed. Expenses without a linked document are listed with merchant/category, date and amount, up to the first 100 entries.
Documents can enter the report in two ways: because they are linked to a transaction already included in the report, or because they directly match the beneficiary/case/project/fund context and the document date falls in the selected period. Review documents and transactions together rather than treating them as two unrelated lists.
AI processed does not mean “correct”. It indicates that AI processing occurred. Verify amount, date, issuer, beneficiary, case and project against the original.
Step 7 — Donors, sponsors and funds
The Donors and sponsors table uses only income transactions that have an associated contact whose contact type is donor or sponsor. A donation without a linked contact may still be part of total income but will not appear in this table. The interface shows up to the first 20 donor/currency combinations.
The Funds section shows incoming, outgoing and calculated difference for funds relevant to the current selection. Restricted funds retain their label. This calculated difference does not by itself establish whether money is legally or contractually available for a particular expense; follow the funding conditions and official records.
Worked example: Ana, case “Recovery 2026”
During September, assume Ana has one direct donation of RON 1,500, RON 2,000 allocated to her from one shared RON 5,000 donation, one RON 1,200 therapy invoice and RON 540 allocated to her from one shared RON 900 transport invoice. All amounts in this example are RON and the allocations are assumed correct.
Ana's individual report with Project = All projects can therefore show RON 3,500 of income and RON 1,740 of expenses. The difference is RON 1,760 for the data included in this report. That does not mean Ana “has RON 1,760 in the bank”. It is simply the difference between report income and report expenses.
If the therapy invoice is linked to the RON 1,200 transaction, it appears as supporting evidence for that expense. The shared transport invoice remains one document linked to the original RON 900 transaction; the report can use Ana's RON 540 allocation without duplicating the PDF.
Step 8 — PDF, CSV and the ZIP package
The base report can be viewed in the interface. Full PDF / Print, Transaction CSV and Accounting ZIP package exports are controlled by the reports_full_export entitlement and are presented in the current interface as Association PRO functionality.
The transaction CSV includes date, type, reported amount, original amount, allocation marker, currency, category, contact, beneficiary, case, project and fund. The ZIP contains tranzactii.csv, documente.csv and, for a beneficiary/case report, timeline-caz.csv. It also includes rezumat.json with the selected scope and calculated totals.
The ZIP attempts to include original documents available in storage. When more than 250 documents are eligible, the interface warns that the browser will include the first 250 files while all documents remain listed in documente.csv. Open and review the package before sending it.
AI narrative: useful for drafting, not for validating figures
Generate AI draft sends the selected report context to the report function: organization, report type, beneficiary, case, project, fund and period. Treat the result as a draft. The interface explicitly states that AI receives the calculated TidyOne summary and that the wording does not replace accounting or legal review.
Do not use the AI draft as proof that an expense is eligible, that a donor imposed a particular restriction or that a calculated balance is freely available. Those conclusions require documents, applicable rules and human review.
Mistakes that can distort the report
Pre-export checklist
Frequently asked questions
Why is the beneficiary report amount lower than the original transaction?
Because the transaction can be split through allocations. The individual report uses the amount allocated to the selected beneficiary/case, while the CSV preserves the original amount for traceability.
Can I select both a beneficiary and a project?
Yes, the interface allows it. But in the current version, selecting a project means the individual allocation recalculation is not applied in the same stage. For the exact beneficiary amount, use Project = All projects and compare separately with the project report.
Should I copy a shared document into every beneficiary's file?
No. A document linked to the shared transaction can support that transaction without being duplicated. The report can include it because its transaction is part of the selection.
Why does a donor not appear in the donor table?
The table uses only income transactions associated with a contact whose type is donor or sponsor. The income can still exist even when it is absent from that table.
Does the ZIP contain every document?
It attempts to include eligible documents up to 250 files. For larger selections, the interface warns that the first 250 files will be included while the complete document list remains in documente.csv.
Can I send the AI draft directly to a funder?
It should be reviewed first. It is a draft based on the selected data and needs human verification of figures, context, evidence and wording.
What to read next
An individual report is useful only when the original transaction, correct allocation and supporting document tell one traceable story.
Open ReportsThis tutorial describes the TidyOne V13.5.25 interface and report logic reviewed on 24 September 2026. Examples are fictional. It does not replace official accounting, bank reconciliation, funder conditions or legal/tax advice.