To report on one specific need, go to Nonprofit workspace → Reports, select Project / funder report, choose the project, reporting period and, when applicable, a fund. Click Update report. Review income, expenses, linked supporting documents, progress toward the project target and currency-separated amounts. This is an operational report: reconcile it against bank statements and check the donor's or funder's requirements before sharing it.
Why create a separate report for each project?
A nonprofit supporting one person may run campaigns for surgery, therapy, transport and equipment at the same time. The organization's overall income does not answer “What happened to the money intended for surgery?” Donations may arrive on the same day, invoices in a different month, and payments later still. Without reliable project assignments, someone has to reconstruct a report manually from statements, emails and uploaded files.
A project report brings together the relevant transactions for one purpose in a defined period. It can support internal reviews, conversations with an accountant, updates for supporters and preparation for a funder. It does not, by itself, prove compliance with donor restrictions or grant eligibility and it is not certified statutory accounts.
What you will have at the end
Before reporting: prepare the project data
Define the purpose and reporting period
In Projects & Funds, the project should answer “What are we raising and using money for?” A project called “Surgery 2026” might track the operation, while “Ongoing Therapy” tracks recurring rehabilitation. Check the project's name, currency and financial target, if any. Avoid making a new project for every invoice; a project groups a meaningful need.
Decide what the report is meant to cover: one month, one quarter, the campaign from its start or a period set by the funder. These are not interchangeable. To see all transactions since launch, the report period must include the full relevant history in TidyOne.
Check your transaction links
Under Finance, review each relevant donation, sponsorship and expense. Check date, amount, currency, the donor or sponsor contact when known, and the assigned project. Preserve any source evidence when a donor earmarks money for a particular purpose. Selecting a fund inside TidyOne cannot change the restrictions in the donation message or grant agreement. A transaction without a project link can be absent from a project-filtered report even if it relates to that need in reality.
Create a project report in TidyOne, step by step
Step 1 — Select the right workspace and project
Open your Nonprofit workspace and check the active organization, then open Reports. In Report type select Project / funder report. In one-beneficiary mode, the separate Beneficiary and Case filters are hidden because TidyOne uses the configured primary beneficiary. In the Project dropdown select the specific need you want to report on.
Step 2 — Select the correct date range
Under Period choose Current year, Previous year or Custom. If the campaign began in a previous year or the funder specifies a different range, choose Custom and enter the exact From and To dates. If you are reporting one grant installment, use that installment's dates according to the agreement, not the whole campaign by default.
Example: For a project launched on 1 February and reviewed through 31 August, select those dates. A report filtered only to August will not automatically include donations received in March.
Step 3 — Add a fund filter only when you need it
Under Fund, leave All funds if you want a project-wide view or select a specific fund for a narrower view. For example, the “Surgery” project might contain separate funds for the procedure and travel. A single-fund report includes transactions assigned to that fund: do not describe it as the entire project's totals.
Step 4 — Update the report and interpret the five metrics
Click Update report. At the top you will see Income, Expenses, Balance, Donors / sponsors in period and Documents in period. Income and expenses come from recorded transactions in the selected scope. Here, “Balance” means the difference between selected income and expenses over this reporting period. It is not automatically the project's bank balance and may exclude money carried forward from before the starting date.
The donor count includes linked contacts marked as donors or sponsors for income in the current selection. Income without a linked contact still contributes to income but does not increase that count. Amounts in EUR and RON remain separate; TidyOne does not perform an automatic currency conversion.
Step 5 — Inspect the target and fund movements
If the project has a configured financial target, the Project target card appears. Its percentage uses income recorded within the selected reporting period and in the project's currency. For progress since launch, select the period beginning at the start of the campaign. Expenses are not deducted from the fundraising progress percentage: target progress and available resources answer different questions.
The Funds table shows income, expenses and their difference for transactions assigned to funds in this selection. If a fund had money before your chosen date range, the table's “Available” figure is not necessarily its lifetime position. For actual cash available, check earlier movements, relevant bank records and any donor-imposed conditions.
Step 6 — Check supporting documents
Under Supporting documents, TidyOne shows the proportion of selected expenses with an actually linked document, the number of AI-analyzed documents and those not yet analyzed. Investigate Expenses without linked documents. It is possible to have the invoice in Documents without linking it to the specific expense transaction. Merely sharing a filename or project assignment is not the same as that transaction link.
Check invoice number, issuer, total, currency and date, and compare it with payment evidence whenever you state that a bill has been paid. AI can propose fields for your review; it does not certify the underlying purchase or payment. If you uploaded and analyzed a receipt and also entered the expense manually, check for duplicates.
Step 7 — Review donor information and restricted purposes
The donor and sponsor table includes contacts linked to income in the selected period. When preparing a public-facing update, do not automatically share names, individual amounts or original documents containing personal information. Decide what you have permission to disclose; often aggregate totals and a clear description of the project's purpose are more appropriate.
Explain separately money raised, money spent, payments still pending and funding still needed. The last number may require more than the report's balance, such as a revised quote, applicable exchange rates or committed payments. Do not automatically infer it from one metric.
Step 8 — Export and prepare a narrative draft
With the Association PRO full-export entitlement, you can use PDF / Print, Transactions CSV and Accounting ZIP package. Once downloaded, inspect the actual files to confirm the intended project and period. The ZIP includes transaction and document lists and attempts to attach up to 250 source files; check the archive before sending it because some file downloads may fail. The FREE tier includes the basic report preview, not these full exports.
Generate AI draft can produce editable narrative text from a backend reconstruction of the selected report data. Verify every number, the project scope, earmarked donations and any claim about results delivered. Do not present an operation or service as completed unless supported by the underlying evidence.
Worked example: the “Therapy 2026” project
These amounts are fictional. Assume a nonprofit records the following transactions for its “Therapy 2026” project between 1 February and 31 August. One fund tracks therapy sessions, while another expenditure relates to equipment.
| Record | Amount | What to check |
|---|---|---|
| Donations for Therapy | RON 10,000 | Receipts, dates and linked contacts where available |
| Sponsorship for Therapy | RON 5,000 | Agreement and stated purpose |
| Paid therapy invoices | RON 6,000 | Invoices and payment evidence |
| Paid equipment purchase | RON 2,000 | Correct project and supporting document |
| Donation in another currency | EUR 250 | Kept separate from RON calculations |
For these recorded RON transactions, 15,000 − 8,000 = RON 7,000. The EUR 250 remains separate. If the project target is RON 30,000, its fundraising card could show 50% based on the selected RON income, but this is not the available bank balance and excludes other periods or exchange-rate adjustments. Any earlier fund movements require separate reconciliation.
Checklist before sending a report to a donor or funder
Common project-reporting issues
The project shows less income than we believe we raised
Check the date range, currency and project link on each incoming transaction. A donation recorded without a project, or before the filtered start date, will not count toward that scoped total. Extend the range back to campaign launch for a lifetime view.
Progress shows 20% although fundraising is nearly finished
The target card counts incoming transactions in the project currency during the selected period. If the report covers only this month, the percentage will not describe the campaign since launch. Check the target and currency settings as well.
Fund totals do not add up to all project income
Not every transaction has to have a fund. Find income recorded directly against the project without a fund and review any shared funds that are not exclusive to this project. Do not assign money arbitrarily just to make the totals match.
The invoice exists in Documents, but supporting evidence is still missing
Check that the file is actually linked to the corresponding expense. A matching project on the document without a transaction link may not satisfy the “expenses with linked documents” calculation.
We need a formal report for an EU-funded grant
Use TidyOne's project report to organize and check your information. The grant agreement determines reporting periods, required templates, eligible expense rules, evidence and formal submission steps. Work with your organization's responsible people and accountant; do not treat a TidyOne export as a substitute for the prescribed reporting forms.
Frequently asked questions
Where is the Project report in TidyOne?
In Nonprofit workspace → Reports, choose “Project / funder report”, select a project, date range and optional fund, then click “Update report”.
What changes when the nonprofit supports only one person?
In single-beneficiary mode, TidyOne uses the configured primary beneficiary by default. There is no additional Beneficiary or Case selector to complete for this project report.
Can I report on the entire campaign instead of just the current year?
Yes. Under Period select Custom and enter the campaign start date and the intended end date. The results reflect the records TidyOne has for that interval.
Does “Available” mean the exact amount in our bank account?
Not necessarily. It is the difference calculated from selected fund transactions within the report period. Reconcile opening amounts, other relevant movements and bank statements to determine actual cash.
Can I create a separate report only for therapy?
Yes, if therapy is tracked as its own project or as an appropriately assigned fund. Check that the transactions are linked consistently.
Can I share the generated report directly with supporters?
Review it for the intended audience. Remove unnecessary personal and medical information, verify claims about results and follow any contractual communication or reporting requirements.
Continue with these guides
Run the report for all funds first, then for one fund. Compare its figures with the linked transactions and supporting documents.
For EU-funded grants: The European Commission explains reporting, checks and record-keeping under EU grant agreements. Those requirements are not uniform accounting rules for every nonprofit: always check your agreement, national rules and accountant's guidance.
Which part of project reporting would you like explained in more detail?
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