We use cookies to improve your experience on our platform. By clicking “Accept all cookies”, you agree to the storing of cookies on your device to enhance site navigation, analyze site usage and assist in our marketing efforts.
Cookies required for basic website functionality.
Cookies used to deliver content most relevant to you and your needs.
Cookies used to deliver content most relevant to you and your needs.
Cookies that help understand the performance of the website, how users interact with it and to identify bugs.
How is Zeffy free?
How is Zeffy free?
Zeffy relies entirely on optional contributions from donors. At the payment confirmation step - we ask donors to leave an optional contribution to Zeffy.
UK charities rely on clear financial management and accountability to earn donor trust, meet regulatory requirements, and sustain fundraising income. To deliver that transparency, the right accounting software is essential for tracking expenditure, managing cash flow, and preparing the filings your regulator expects.
Here is a guide to the best charity accounting software options available in the UK in 2026, written for treasurers, finance trustees, and fundraising managers at small-to-mid charities.
1. Xero: right fit for small UK charities wanting an all-in-one cloud solution
2. QuickBooks Online UK: right fit for growing charities with a bookkeeper
3. Sage: right fit for charities operating across multiple sites or entities
4. Liberty Accounts: right fit for charities that need native SORP and Gift Aid submission
5. Zoho Books: right fit for charities seeking strong value and VAT handling
6. MoneyMinder: right fit for PTAs and volunteer-run community groups
7. NetSuite: right fit for large charities and international NGOs
8. FreshBooks: right fit for very small charities focused on billing and invoicing
9. Aplos: right fit for churches needing US-style fund reporting
10. Beacon / Donorfy: note these are fundraising CRMs, not accounting software (see below)
What is charity accounting software?
Accounting for charities can become complicated quickly, particularly for organisations that have outgrown a spreadsheet but lack a finance team. Without the right tools for financial planning, errors and misreporting are common.
From budgeting to payment reminders, accounting software covers your financial requirements. Charities can use the features these platforms provide to:
Accounting platforms automate most of these processes, saving your team valuable time while reducing errors and misreporting.
Key features to look for in charity accounting software
When choosing accounting software for charities, consider a few important features. While the size of your organisation may influence your choice, some features, such as fund accounting and reporting, are essential regardless.
Donor management
Donor management is one of the key features to consider. It involves managing all information about current and potential donors: tracking interactions, identifying giving trends, and growing relationships over time.
Charity organisations often have tighter budgets and smaller teams. Keeping track of all donors and their interactions can become time-consuming without the right tools. Accounting software with donor management features can help you identify donor trends and improve your chances of securing donations.
Most UK charities keep supporter data in a dedicated fundraising CRM (such as Beacon, Donorfy, or ChurchSuite) and their accounting in Xero, QuickBooks, or Sage. What matters for the treasurer is a clean integration between the two, so a Gift Aid claim reconciles against the ledger without manual export.
Once you have identified potential opportunities, create online donation forms and send request messages. With comprehensive donor management features, you can also track how often a donor contributes and predict their likelihood of giving again.
Fund accounting
Fund accounting allows charities to track and manage their finances by category. It helps you record how and where income coming into your organisation is used.
Under the Charities SORP (FRS 102), the statutory accounting framework UK charities must follow, income and expenditure must be reported separately across unrestricted, restricted, and endowment funds. Fund accounting is the mechanism that makes this possible. Transparency improves accountability for everyone involved and ensures compliance with SORP requirements. (Charities SORP)
Liberty Accounts and Aplos handle SORP-compliant fund accounting natively. Xero, QuickBooks, and Sage can all do it correctly, but require tracking categories or classes to be set up carefully from the outset.
With fund accounting software, you can also generate automated reports for donors and other stakeholders.
Key benefits include:
Fund-based budgeting
Cash flow forecasting
Fund-based financial tracking
Multiple fund and bank account tracking
Charities SORP and fund accounting compliance
The Charities Statement of Recommended Practice (Charities SORP, FRS 102) is the accounting framework that UK charities must follow when preparing their annual accounts. It requires the Statement of Financial Activities (SoFA) to show movements in unrestricted, restricted, and endowment funds separately.
Smaller charities that are not companies and whose gross income falls below the relevant threshold may prepare accounts on a receipts-and-payments basis rather than full accruals. Verify the current threshold at gov.uk/charity-commission before deciding which basis applies to your organisation.
Software that has SORP compliance built in (Liberty Accounts, Aplos) reduces the risk of presenting funds in the wrong format. For Xero, QuickBooks, and Sage, you will need to configure tracking categories correctly and work with an accountant familiar with charity reporting.
Gift Aid claim submission
Gift Aid is the most distinctively UK feature any accounting or fundraising tool can support. HMRC-recognised charities reclaim 25p from HMRC for every £1 a UK taxpayer donates. On a £10,000 appeal that is an additional £2,500 at no cost to the donor. (HMRC Gift Aid guidance)
Claims are submitted through HMRC Charities Online (or the ChR1 paper form for small volumes). Software that submits Gift Aid claims directly, such as Liberty Accounts and several fundraising CRMs including Beacon and Donorfy, removes a significant manual burden.
Note that Gift Aid does not apply to raffle tickets, event tickets sold at fair value, company donations, or donations from anyone who has not paid sufficient UK Income or Capital Gains Tax in the year.
Donation tracking
Charities primarily rely on donations, grants, and other income to further their cause. Organisations must keep accurate records to ensure funds are used properly. A donation tracking feature can:
Track and process donations separately from other funding sources to ensure proper allocation and compliance with accounting rules
Generate accurate reports for cash flow and donations by currency, for transparency
Manage multiple currencies and standardise for consistent reporting and easier financial analysis
Billing and invoicing
Charity accounting software with built-in billing and invoicing features can streamline financial processes. These tools allow organisations to:
Create invoices for purchases made during fundraising events and dinners
Scan and code incoming bills to track expenditure accurately
Automate approval workflows, set due dates for vendor payments, and match vendor bills with services received to save time, reduce errors, and help prevent fraud
Accounting software also allows you to download and share customised invoices in multiple formats, such as Word, PDF, and Excel.
Payroll
Managing payroll is critical for any charity that employs staff. UK-specific considerations include:
Processing salaries accurately under PAYE and submitting Real Time Information (RTI) returns to HMRC
Meeting auto-enrolment pension duties (The Pensions Regulator) for eligible staff
Claiming the £5,000 Employment Allowance, which most charities qualify for, to reduce employer National Insurance contributions
Xero Payroll, QuickBooks Payroll UK, and Sage Payroll all support UK PAYE and RTI. Note that MoneyMinder and Aplos do not offer UK payroll.
Reporting and forecasting
Accurate reporting is crucial for charities to:
Manage funds effectively
Ensure compliance with HMRC and regulator requirements
Maintain transparency with donors and grant-makers
By showing how donations are used and the impact they generate, charities can build trust and secure grant renewals.
Reporting also lets charities demonstrate their impact concretely. For example, showing the number of people supported through a community programme gives donors and trustees evidence of the organisation's work.
Third-party integrations
Charities use many tools to keep a smooth workflow, including email marketing platforms, online donation platforms, social media tools, and more. Accounting software must work alongside these existing systems.
UK-specific integrations that matter most for charities:
GoCardless (Direct Debit, approximately 31% of all UK charity donations come via Direct Debit)
Stripe UK and PayPal Giving Fund for card and online payments
Zeffy for free fundraising, ticketing, memberships, and Gift Aid handling
JustGiving and Enthuse for peer-to-peer sponsored fundraising
Beacon or Donorfy (fundraising CRMs) for supporter data reconciliation
Companies House filing for CIOs and charitable companies
When all your tools work in harmony, it reduces the need for manual data entry, cuts the risk of errors, and gives you a 360-degree view of your financial performance.
Ease of use
Usability is a crucial factor for any kind of software. Charity organisations may lack staff and resources to hire professionals to manage complex accounting platforms.
Look for software with an intuitive, user-friendly interface. This ensures your team can learn the new software quickly, saving time and reducing the frustration of extensive training.
If the software feels difficult to use, it is not the right choice for your accounting needs. Choose accounting software that simplifies your workflow rather than complicating it.
Security
With the growing rate of cybercrime, a secure system is essential. Accounting software that offers data encryption, password protection, and regular software updates is a must.
In the UK, all organisations processing donor personal data must comply with UK GDPR and the Data Protection Act 2018, regulated by the Information Commissioner's Office (ICO). UK charity interviewees consistently raise GDPR compliance as a gate question before adopting any new platform.
The Fundraising Regulator's Code of Fundraising Practice (Section 9, effective 1 November 2025) also sets out requirements for how online fundraising platforms handle donor data.
Choose a platform that prioritises security and maintains compliance features aligned with these standards.
Customer support
Timely expert support is crucial for charities, as software features often require assistance and updates. Volunteers and part-time staff running finance functions may need help making the most of even user-friendly accounting software.
Choose an accounting software provider that offers customer support and training resources to ensure timely assistance and help your team get up and running quickly.
Once you know how much you can spend, compare different accounting tools on price. But do not compromise on essential features.
Factor in your organisation's size: many providers charge more when there are several users. Check for hidden fees or scaling costs. Find out whether the software offers a free trial or a registered charity discount, several providers do (see the FAQ below for specifics).
For very small charities, free plans are available (Zoho Books has a free tier). If some features are not yet necessary, start with a free or low-cost option and upgrade as your organisation grows.
Top charity accounting software for UK organisations (free and paid)
What you'll get:
- Donor Management
- Fund Accounting
- Donation Tracking
- Billing and Invoice
- Reporting and Forecasting
- Third-Party Integrations
- Ease of Use
- Security
- Phone Support
What you'll get:
- Donor Management
- Fund Accounting
- Donation Tracking
- Billing and Invoice
- Reporting and Forecasting
- Online and offline payment integrations
- Ease of Use
- Security
- Affordable
- Customer Support
What you'll get:
- Donor Management
- Fund Accounting
- Donation Tracking
- Billing and Invoice
- Advanced automation features
- Role based access
- Reporting and Forecasting
- Third-Party Integrations
- Ease of Use
- Security
- Customer Support
- Affordable
What you'll get:
- Billing and Invoice
- Payroll
- Third-Party Integrations
- Reporting and Forecasting
- Ease of Use
- Security
- Customer Support
- Affordable
What you'll get:
- Donor Management
- Donation Tracking
- Fund Accounting
- Billing and Invoice
- Reporting and Forecasting
- Ease of Use
- Security
- Customer Support
What you'll get:
- Donor Management
- Fund Accounting
- Donation Tracking
- Reporting and Forecasting
- Third-Party Integrations
- Ease of Use
- Security
- Free customer support through email and call
What's missing:
- Billing and Invoice
- Payroll
- Affordable
15-day free Trial plan
Lite plan: £474 per year Core plan: £594 per year Advanced plan: Pricing on request
Small nonprofits and churches looking for an easy-to-use platform
What you'll get:
- Billing and Invoice
- Reporting and Forecasting
- Third-Party Integrations
- Ease of Use
- Security
- Affordable
What's missing:
- Donor Management
- Donation Tracking
- Payroll
- Fund Accounting
- Customer Support
No
£199 per year
*Offers 50% off on subscription
Suitable for small nonprofits in the early stages
1. QuickBooks Online UK: growing charities with a bookkeeper
Gartner Rating: 4.1/5
G2 Rating: 4/5
QuickBooks Online is one of the most widely used accounting platforms for UK charities. It covers fund accounting, donor management, and payroll in one place, and integrates natively with GoCardless, Stripe, and most UK fundraising CRMs.
Intuit UK offers a charity discount for registered charities; discounted access is also available through TechSoup UK. A 30-day free trial is available for new accounts.
Pros and cons of QuickBooks
Pros
Online backup and protection for financial data
Straightforward accounting tool
Offers phone support
1-month trial or discount price for first 3 months
Cons
Payroll features cost extra
Free trial unavailable for the enterprise plan
Pricing
Pricing below is indicative for the UK market; verify current rates at quickbooks.intuit.com/uk before purchasing as Intuit updates pricing periodically.
Simple Start: from approximately £14/month
Essentials: from approximately £28/month
Plus: from approximately £42/month
Advanced: from approximately £90/month
Charity discount available via TechSoup UK or direct through Intuit UK
What users like about QuickBooks
Simple and easy to use
Smooth accounting management
Quick accessibility
Cloud-based software
What users did not like about QuickBooks
Price on the higher side without a charity discount
Fewer specialist fund-accounting features compared to SORP-native tools
Customer support response times variable
Frequently asked questions about QuickBooks
Can charities use QuickBooks Online UK?
Yes, QuickBooks Online is available for charities to manage their finances and donations. Registered charities can access a discount through TechSoup UK or directly via Intuit UK.
Do you need training to use QuickBooks?
QuickBooks is straightforward to use, even for someone without an accounting background. Extensive online resources and community forums are available, along with Intuit's own support documentation.
2. Sage: charities operating across multiple sites or entities
Gartner Rating: 4.5/5
G2 Rating: 4.3/5
Sage is a UK-headquartered provider with a long track record in charity finance. Sage Business Cloud Accounting and Sage 50cloud both support UK payroll (PAYE/RTI), VAT returns, and Companies House integration for CIOs and charitable companies. The Sage Foundation programme offers discounted or free access for registered charities, verify current eligibility and terms at sage.com/en-gb.
Sage 50cloud is well suited to larger charities with complex multi-entity structures. Sage Business Cloud Accounting suits smaller charities wanting a simpler cloud solution.
Pros and cons of Sage
Pros
30-day trial without credit card details
Offers call chat and email support
Over 12000 bank integrations (also includes PayPal Stripe and Square)
Volunteer management tools
Donation tracking
Easy to use
Cons
Only basic donor management tools available
Bank integrations available as a paid add-on feature
Pricing
Sage Business Cloud Accounting: from approximately £15/month (verify at sage.com/en-gb)
Sage 50cloud: pricing by quote; Sage Foundation charity programme available for registered charities
What users like about Sage
User-friendly interface
Intuitive and easy-to-use features
Strong reporting capabilities
UK payroll and Companies House integration
Value for money via the Sage Foundation programme
What users did not like about Sage
Errors can be difficult to rectify
The interface can feel slow on older hardware
Frequently asked questions about Sage
Are Sage Business Cloud Accounting and Sage Intacct the same?
No. Sage offers several products. Sage Business Cloud Accounting is designed for small organisations including charities. Sage Intacct is a more advanced cloud platform suited to larger charities, social enterprises, and medium-sized organisations requiring more sophisticated financial management.
What reports does Sage include for charities?
Sage produces profit-and-loss statements, cash-flow reports, and balance sheets. For SORP-compliant reporting, you will need to configure the chart of accounts to reflect unrestricted, restricted, and endowment funds separately.
3. Zoho Books: strong value with GoCardless integration
Gartner Rating: 4.5/5
G2 Rating: 4.5/5
Zoho Books is one of the most comprehensive and cost-effective accounting tools available to UK charities. It offers advanced accounting features and is VAT-ready from the outset.
You can send unlimited invoices, reconcile accounts, and generate detailed reports for donors. It connects with your bank account and supports GoCardless for Direct Debit. Recurring invoices and bank statement imports are also included.
Zoho offers a 15% discount for registered charities, verify current eligibility at Zoho's UK site before purchasing.
Pros and cons of Zoho Books
Pros
Advanced automation features
Online and offline accounts
Easy access to the dashboard
Advanced mobile app
15% discount for registered charities and nonprofit organizations
Role-based access lets users work from a remote location
Free chat email and phone support
Cons
Separate cost for receiving donations
£2.5/user/month additional fees for extra users
Pricing
Zoho Books UK pricing (verify at zoho.com/uk/books before purchasing):
Free: £0 (up to one user and 1,000 invoices per year)
Standard: approximately £10/month
Professional: approximately £24/month
Premium: approximately £36/month
Elite: approximately £59/month
Ultimate: approximately £119/month
Registered charity discount of 15% available
What users like about Zoho Books
Easy integration with GoCardless and Stripe
Strong accounting management
Good automation features
Best for collaboration across small teams
What users did not like about Zoho Books
Limited customisation options
Reporting feature could be stronger for SORP-specific outputs
Learning curve required initially
Frequently asked questions about Zoho Books
Is Zoho Books secure?
Zoho Books protects your data and privacy with two-factor authentication and additional security features, including compliance with UK GDPR requirements.
What is the maximum number of users on Zoho Books?
The user limit depends on your plan. The free plan supports one user; paid plans expand this significantly. Check the current plan details at zoho.com/uk/books.
4. Xero: all-round cloud accounting for small UK charities
Gartner Rating: 4/5
G2 Rating: 4.3/5
Xero is a strong all-round accounting tool for small UK charities. Its drag-and-drop report builder makes it easy to create custom reports and track multiple projects or restricted funds simultaneously.
Xero integrates natively with GoCardless (Direct Debit), Stripe, and most UK fundraising CRMs including Beacon and Donorfy. UK payroll is available as a paid add-on. The platform offers unlimited users on all plans, which keeps per-head costs low as your team grows.
Xero offers a 25% discount for registered charities in the UK, verify current eligibility and terms at xero.com/uk.
Pros and cons of Xero
Pros
Offers 24/7 online support
Supports over 1000 third-party apps
User-friendly and intuitive dashboard
30-day trial period
25% off for nonprofits
Multiple currency support
Cons
Some nonprofit-specific features are not available
Payroll feature is available for an extra cost of £40
Limited analysis available for certain plans
Pricing
Xero UK pricing (verify at xero.com/uk before purchasing; the 25% charity discount applies to eligible registered charities):
Starter: from approximately £15/month
Standard: from approximately £30/month
Premium: from approximately £42/month
Payroll add-on: verify current per-payslip pricing at xero.com/uk
What users like about Xero
Simple and easy-to-use software
Straightforward integrations with GoCardless, Stripe, and UK CRMs
Efficient reporting features
Automation features that save time
What users did not like about Xero
Requires careful setup of tracking categories for SORP-compliant fund reporting
Limited built-in fundraising features (pair with a CRM)
Customer support can be slow
Frequently asked questions about Xero
Is free support included with Xero?
Xero includes 24/7 online support via its help centre and in-app support button, at no extra charge on all plans.
Is there a charity discount for Xero?
Yes. Registered charities, trusts, and societies can access a 25% discount on their Xero subscription. Verify current eligibility and how to apply at xero.com/uk.
5. MoneyMinder: PTAs, sports clubs, and volunteer-run groups
G2 Rating: 4.6/5
MoneyMinder is a straightforward tool suited to volunteer-led organisations such as PTAs, sports clubs, and unincorporated community associations. If your group has restricted funds and lacks experienced finance staff, MoneyMinder is one of the most accessible options available.
Note that MoneyMinder is a US-originated product; UK payroll is not supported and pricing is quoted in dollars. For UK charities formally registered with the Charity Commission, a SORP-compliant tool such as Xero or Liberty Accounts is likely a better fit. MoneyMinder works best for smaller, unincorporated groups that simply need straightforward bookkeeping.
Pros and cons of MoneyMinder
Pros
Import and export of accounting data
Analytical accounting
Easy to create financial documents (income statement, balance sheet, etc.)
Real-time financial tracking
Low annual subscription compared to competitors
Cons
Account and bank integration for an additional £59 per year
No donor management tools
Free plan with limited features
Pricing
Annual subscription: approximately £199/year (check MoneyMinder's site for any UK pricing; no £-specific pricing confirmed at time of writing)
Multi-chapter reporting available: approximately £299/year
What users like about MoneyMinder
Easy-to-navigate software
Helpful budgeting and reporting options
Efficient reporting features
Automation features that save time
What users did not like about MoneyMinder
Some users find it expensive relative to free alternatives
MoneyMinder is used by small and medium-sized organisations, community groups, PTAs, sports clubs, and volunteer-run associations that need straightforward financial management without complex accounting features.
6. Liberty Accounts: UK-built for SORP and Gift Aid
Liberty Accounts is a UK-built accounting platform designed specifically for charities and churches. It is the only tool on this list with native Charities SORP (FRS 102) compliance, direct Gift Aid claim submission to HMRC via Charities Online, and fund accounting built in from the outset.
For a small UK charity that wants to spend less time configuring tracking categories and more time on the work that matters, Liberty Accounts is worth serious consideration. Pricing is subscription-based; verify current rates and the free trial at libertyaccounts.com.
Key features for UK charities:
Native Charities SORP (FRS 102) fund accounting (unrestricted, restricted, endowment)
Direct Gift Aid claim submission to HMRC Charities Online
Trustees' Annual Report and Accounts preparation support
UK-based customer support
7. NetSuite: large charities and international NGOs
Gartner Rating: 4.2/5
G2 Rating: 4/5
NetSuite is an Oracle product known for enterprise-level financial management. It is one of the most comprehensive accounting tools available and covers everything needed to manage the finances of a large UK charity or international NGO: real-time financial reporting, accounts payable and receivable, fund accounting, and advanced automation.
Be aware that NetSuite requires significant time and effort to learn and implement. It is not the right choice for a small charity with a part-time treasurer. It suits organisations with dedicated finance teams and complex multi-entity structures.
Pros and cons of NetSuite
Pros
Core accounting features
Proper security and support compliance
Audit trail visibility
Suited for large enterprises with complex workflows
Set up a schedule for billing grants automatically
Cons
Needs training to learn
No pricing information available
Pricing
Pricing is available on request only. Contact NetSuite directly for a quote tailored to your organisation's size and requirements.
What users like about NetSuite
Easy and straightforward customisation options
Easy to generate financial reports
Integrates well with other applications
What users did not like about NetSuite
No upfront pricing details available
Difficult to learn
Challenging to implement without specialist support
Frequently asked questions about NetSuite
What are the benefits of NetSuite for UK charities?
NetSuite helps increase accounting efficiency, provides real-time financial information, and supports compliance with accounting standards. For large UK charities and INGOs, it can consolidate multiple financial functions in one platform.
Can you use NetSuite for fund accounting?
Yes. NetSuite supports fund accounting and allows you to manage funds and segment data using different categories, which can be configured to reflect SORP fund classifications.
8. FreshBooks: very small charities focused on billing and invoicing
G2 Rating: 4.5/5
FreshBooks is a feature-rich accounting tool for charities that need strong billing and invoicing alongside basic income and expenditure tracking. You can create and send recurring invoices, track expenditure, and manage multiple projects in one place.
FreshBooks is available with UK pricing in £ and suits very small charities or social enterprises. Be aware that FreshBooks does not include native fund accounting, so it is not suitable as a standalone solution for a registered charity that needs SORP-compliant reporting.
Pros and cons of FreshBooks
Pros
User-friendly and intuitive dashboard
Expense tracking and management
70% off for 4 months
Available for mobile device
Professional billing and invoicing
Data protection with industry-standard SSL and encryption
Cons
Not suitable for large nonprofits
Costs £11/month per additional user
Pricing
FreshBooks UK pricing (verify at freshbooks.com/uk before purchasing):
Lite: from approximately £15/month
Plus: from approximately £25/month
Premium: from approximately £35/month
Select: pricing available on request for larger organisations
What users like about FreshBooks
Simple and easy-to-use interface
Easy expenditure tracking
Responsive customer support
Useful invoice management feature
What users did not like about FreshBooks
No fund accounting (not suitable for SORP reporting without supplementary tools)
Limited functionality for complex charity finances
Frequently asked questions about FreshBooks
Can you manage more than one organisation on FreshBooks?
Yes, FreshBooks allows you to run more than one account, so you can manage different organisations' finances independently.
Does FreshBooks integrate with your bank?
Yes, FreshBooks integrates with your bank account, allowing you to track financial transactions and import statements automatically.
9. Aplos: churches and faith organisations with US-style fund reporting
G2 Rating: 4.7/5
Aplos is an accounting tool designed specifically for charities and churches. It offers customised fund accounting and financial reporting features for faith-based organisations.
Aplos can generate financial statements for donors and trustees, and supports online giving through a dedicated giving form. For UK churches that have US congregants or connections to US denominational structures, Aplos's reporting model may already be familiar.
UK caveats: Aplos pricing is quoted in dollars and Gift Aid claim submission to HMRC is a manual process rather than a native integration. UK charities with significant Gift Aid volumes should factor in the additional administrative overhead. Verify whether Aplos supports UK PAYE payroll before relying on it for staff costs.
Pros and cons of Aplos
Pros
Donation tracking
Easy event management
Budgeting and fund accounting tools
Specifically designed for nonprofits and churches
Free email and call support
Tools to create and host nonprofit websites
Cons
Trial period is only 15 days
No feature for payroll management
Additional cost for add-on users
Pricing
Aplos pricing is quoted in USD (verify at aplos.com for current rates):
Lite plan: from approximately £474/year
Core plan: from approximately £594/year
Advanced plan: pricing available on request
What users like about Aplos
Smooth integrations
Easy to learn and operate
Effective budget and fund management features
Straightforward interface
What users did not like about Aplos
No automatic error reports
Limitations in reporting for UK SORP requirements
Customer support response times variable
Frequently asked questions about Aplos
Is Aplos a cloud-based platform?
Yes, Aplos is cloud-based. You can access your accounting details from anywhere, making it suitable for distributed volunteer teams.
How do I create a budget in Aplos?
Navigate to the fund accounting section and select Accounts, then the Budgeting option. Click the plus icon to create a new budget. Budget lines can be mapped to individual funds.
Maintaining transparency with donors, trustees, and regulators
Ensuring compliance with SORP, HMRC, and your regulator's annual filing requirements
When selecting a solution, consider ease of use, affordability, and scalability. Look for features such as fund accounting, donation tracking, Gift Aid claim submission, and reporting that meets SORP requirements.
A note on Zeffy: Zeffy is not accounting software. Zeffy handles the free fundraising side of your stack (donations, ticketing, memberships, raffles, auctions, and Gift Aid handling) so that your accounting software receives clean, categorised income to import. For small UK charities currently paying for multiple tools, combining Zeffy's free fundraising with a low-cost accounting platform such as Xero or Zoho Books can significantly reduce costs.
The best accounting software will empower your charity to make informed financial decisions and build trust with donors and stakeholders.
Accounting software is not merely a tool to manage expenditure and funds. It helps your charity comply with regulatory requirements, prepare for annual audits, and file accurate annual returns with the Charity Commission, OSCR, or CCNI.
With the right software, you can track every pound of income and expenditure. You can manage assets, donations, grants, and other income effectively, and remain transparent with donors and trustees. Financial details in one place mean 360-degree visibility, faster reporting, and fewer human errors.
As a result, your charity can achieve higher efficiency and productivity, keeping every finance-related detail in order.
Finding suitable charity accounting software is one of the most important decisions a treasurer can make. Key factors to consider:
- Easy to use for a part-time treasurer or volunteer
- Affordable, with a registered charity discount
- Fund accounting that supports SORP-compliant reporting
- Scalability as your organisation grows
- Reporting and performance tracking options
Consider the size of your organisation. A charity managing hundreds of donors and complex restricted grants will need a more robust solution than one running a single unrestricted fund. Smaller charities can often manage with Zoho Books or Xero on a lower-tier plan. Remember to choose a tool that is scalable, so it can grow with your organisation without requiring a disruptive platform change.
charity's financial statements provide an accounting overview of the organisation's financial health. Under the Charities SORP (FRS 102), the main statements are:
Collecting financial data: Gather all financial records in one place, from invoices and bank statements to fundraising income and grant receipts.
Statement of Financial Activities (SoFA): This is the UK charity equivalent of an income statement. It shows income, expenditure, and changes in fund balances (unrestricted, restricted, and endowment) over the accounting period.
Balance sheet: Provides a snapshot of the charity's financial position: assets, liabilities, and net assets at the period end.
Statement of cash flows: Required for larger charities. Records all movements of cash, covering operating, investing, and financing activities.
Notes to the accounts: Required SORP disclosures including accounting policies, fund descriptions, related-party transactions, trustee remuneration, and other statutory notes.
No, QuickBooks Online UK is not free for charities. However, discounted access is available through TechSoup UK (the UK charity technology marketplace) or directly via Intuit UK's charity pricing. A 30-day free trial is available for new accounts. Verify current pricing and eligibility at quickbooks.intuit.com/uk.
Yes, using reputable charity accounting software is safe. Look for software with robust security features including encryption, secure data storage, and regular backups. In the UK, your provider must comply with UK GDPR and the Data Protection Act 2018. Check for user access controls and audit trails to maintain financial integrity. Reputable providers will prioritise the security and privacy of your organisation's sensitive financial data.
- Accruals-basis accounting (Charities SORP, FRS 102): Required for charitable companies and for non-company charities above the gross-income threshold. Income and expenditure are recognised when they are earned or incurred, not when cash moves. This is the standard under UK GAAP (FRS 102) and produces the Statement of Financial Activities, balance sheet, and supporting notes.
- Receipts-and-payments accounting: Available to non-company charities below the relevant gross-income threshold. A simpler approach that records actual cash received and paid out. Verify the current threshold at gov.uk/charity-commission.
The right approach depends on your organisation's legal structure, income, and whether you are a company. Consult an accountant familiar with charity finance to confirm which basis applies to you.
Not strictly, but if you are claiming Gift Aid you will save significant time every month. A small charity can submit Gift Aid claims by post using the ChR1 form or use HMRC's own spreadsheet template submitted via Charities Online. Software that files directly to HMRC (such as Liberty Accounts, Beacon, or Donorfy) removes the manual step and reduces the risk of calculation errors. Given that Gift Aid is worth 25p for every £1 donated, the administrative burden is almost always worth managing efficiently.
Yes, several providers offer discounts for registered charities in the UK:
- Xero: 25% discount for registered charities, trusts, and societies (verify eligibility at xero.com/uk)
- Zoho Books: 15% discount for registered charities (verify at zoho.com/uk/books)
- Sage: Sage Foundation programme for registered charities (verify current terms at sage.com/en-gb)
- QuickBooks: Charity discount via TechSoup UK or direct through Intuit UK
- TechSoup UK (techsoup.org.uk) also offers discounted access to Microsoft, Adobe, and other technology products for registered charities and not-for-profit organisations
Get weekly fundraising tips from nonprofits experts
Thank you! Your submission has been received!
Oops! Something went wrong while submitting the form.
Keep reading :
Nonprofit guides
The complete guide to charity accounting in the UK (2026)
Strong charity accounting is a foundational element of how to run a registered charity in the UK. Whether you manage the numbers yourself or work with an accountant, keeping a close eye on your organisation's finances is always a sound idea. This guide walks you through the UK charity accounting framework: from the Charities SORP and fund accounting to Gift Aid, the Trustees' Annual Report, independent examination thresholds, and practical best practices for small-to-mid charities.
Look for people who attend related events, follow relevant Facebook groups, or subscribe to aligned newsletters.These aren’t just potential donors—they’re your future advocates.
Look for people who attend related events, follow relevant Facebook groups, or subscribe to aligned newsletters.These aren’t just potential donors—they’re your future advocates.
.png)
.avif)
.webp)
