How to manage multiple beneficiaries and cases in TidyOne

Who this guide is for

This guide is for charities, associations, foundations and similar nonprofits that support multiple people, manage more than one ongoing case or run programs shared by several beneficiaries. For example, an organization may support three children who need different therapies while also running a shared travel program for two of them. Another nonprofit may track separate needs for one person — treatment, equipment and education — alongside other people's cases.

Without a shared structure, source documents tend to spread across email accounts, bank statements and private spreadsheets. One donation can accidentally appear in two lists, and one invoice for two people can be counted in full against both. TidyOne helps connect the people, cases, programs and financial records in one workspace. It does not decide who should receive funding, replace statutory accounting or establish whether a particular grant permits an allocation.

What you will organize

Beneficiary, case, project and fund: four distinct concepts

The beneficiary is the person

Open Beneficiari & Cazuri (Beneficiaries & Cases) to create one profile for each person. The interface includes name and optional contact details, birth date, legal representative and other fields that may be useful where relevant. Do not create a new beneficiary for each therapy, invoice or visit involving the same person; that would fragment the complete history of assistance. This guide includes current Romanian UI labels where the interface has not yet been fully localized into English.

A case is a need or situation you track

A person may have several cases. The + Caz nou (New case) form lets you choose the beneficiary, a case title, type, status, main project and goal. There are also optional operational fields for provider, location, travel and deadlines. The same person might have a “2026 therapy” case and a separate “Mobility equipment” case. Create separate cases when you actually plan, deliver or report on them separately, rather than automatically creating one for every small activity.

The project is a program or fundraising campaign

From Proiecte & Fonduri → Proiect nou (Projects & Funds → New project), set a name, currency, optional target, status and dates. In multiple-beneficiary mode, one project can be linked to several beneficiaries. You can optionally select an associated case for each person. A shared project does not merge their profiles and does not automatically make every project expense equally attributable to everyone.

The fund records a financial purpose

Use Fond nou (New fund) for money tracked for a particular project or as a general organization fund. The form lets you select the currency and mark it as restricted or general/unrestricted. A TidyOne fund is an operational grouping; it does not override donor restrictions, the signed agreement or applicable law. For example, naming a fund “Transport” does not automatically authorize purchasing equipment from it.

Step by step: set up a nonprofit with multiple beneficiaries

Step 1 — Select multiple-beneficiary mode

Set up the Association / Nonprofit workspace. When the association type appears during onboarding, select the multiple-person or multiple-case option. If you already have an organization in TidyOne, check Settings → Association and choose the mode for several people/cases. Save the change and check that Beneficiari & Cazuri appears in navigation. If an existing organization lacks this option, verify that the required V13 schema updates have been applied before attempting workarounds.

Step 2 — Create one profile per person

Choose Beneficiari & Cazuri → + Beneficiar (Add beneficiary). Record only what your organization needs and is permitted to process. The form can accept optional image and PDF attachments, which are stored in Documents and linked to that beneficiary. Medical and disability details should not become mandatory simply because a field exists. Confirm the appropriate legal basis, special-category condition where relevant, privacy information and internal access rules before storing sensitive material.

Step 3 — Open cases under the correct person

Choose + Caz nou, select an existing beneficiary and give the case a clear, meaningful name. Set the case type and status. You can record a main goal, provider or planned dates if these support actual operations. Case timelines can include appointments, therapies, travel, documents, payments and tasks. When a case changes, update its status or timeline instead of creating a new duplicate case for each event.

Step 4 — Create projects and connect the relevant people

Go to Proiecte & Fonduri → Proiect nou. Enter the project name, reporting currency, optional financial target and dates. In Beneficiari / cazuri asociate (Linked beneficiaries/cases), select every person the project will support; you can select a different case for each beneficiary. A shared project might cover two or three people, but a project link is not the same thing as allocating a transaction to each of them. Record financial splits deliberately in the Finance form.

Step 5 — Define funds before money is used

Create separate funds if the project receives money for different purposes. For example, you may need a therapy fund, a transport fund and a general fund. Set the purpose, currency and the applicable type, and preserve the original agreement that imposes any restrictions. Never reclassify restricted money as unrestricted just to make a report balance or to cover unrelated expenses.

Donations and expenses: one transaction, explicit allocations

In Financiar (Finance), enter each donation or expense with its amount, currency, date and relevant donor/sponsor, beneficiary, case, project and fund. Attach supporting evidence when appropriate. In multiple-beneficiary mode, the transaction form includes “Împarte suma între mai mulți beneficiari” (Split the amount among several beneficiaries). Add allocation rows identifying the beneficiary, optional case and allocated amount. The allocated amounts must add up to the original transaction total.

For example, one 900 RON payment for two people may be allocated as 540 RON to one and 360 RON to the other, provided the amounts are supported by the actual activity and any funding restrictions. Keep a single original transaction and attach the real invoice or payment evidence. Do not create two identical 900 RON expenses merely so each person has an entry in their case history.

When scanning a supplier invoice using AI, review the supplier, issue date, amount, categories and any suggested beneficiary/case/project links before confirmation. AI extraction is a proposal, not a statement that the invoice has been paid. Compare payment evidence with bank records, and avoid manually duplicating an expense that has already been confirmed from the scanned document.

Documents and accountant workflow: preserve the evidence

The nonprofit document archive includes invoices, donation and sponsorship evidence, medical documents, association records, contracts and other files. During upload and AI review, check the beneficiary, case and project association when the document actually relates to them. A file may be present in storage yet still be hard to locate or not linked to the relevant transaction. Use clear dates and supplier or document names in filenames, without placing unnecessary medical details or identifiers in them.

In Documents, use the available filters and multi-select functions to assemble files requested by your accountant. Treat downloaded, actually sent and confirmed as received as different states. “Sent” is an internal document status, not proof that an email reached its recipient. Share medical information only with a recipient who needs it and is authorized to receive it; sending a financial package should never automatically expose an entire beneficiary's medical file.

How to review beneficiary, case and project reports

Beneficiary / case report

Open Reports → Report type → Raport beneficiar / caz. Choose a beneficiary or case, select the reporting period and, if helpful, filter by project and fund. Then click Actualizează raportul (Update report). A beneficiary/case report requires a specific beneficiary or case. It can show operational context, case timeline events and the matching transactions. Sensitive medical descriptions are not automatically inserted into the report or the AI narrative draft.

Project / funder report

Select Raport proiect / finanțator (Project / funder report), the relevant project and an explicit date range. Examine income, expenses, linked evidence and fund movements. The project report describes activity across the selected program; the beneficiary/case report narrows the view to one person or case and reflects explicit allocations where present. Do not simply add together beneficiary reports and treat that sum as the project total without reconciling shared or unallocated transactions.

Accounting and annual reports

For the whole nonprofit, choose Raport contabil (Accounting report) or Raport anual ONG (Annual nonprofit report). Check the scope before generating. Available export options include print/PDF, a transaction CSV and an accountant ZIP package, subject to the active plan. AI can prepare a narrative draft from selected reporting data, but it must be checked against the calculated report, invoices and bank statements. These reports do not automatically convert different currencies to one amount.

Worked example: two people, one shared project

The following is a fictional scenario. A nonprofit creates two beneficiaries, Anna and Radu. Anna has a “2026 Therapy” case; Radu has a “Travel for treatment” case. A shared “Access to care” project links both people and has a general fund in RON. During September, the organization records one 2,000 RON donation to that project and one paid, evidenced 900 RON shared expense. The expense is explicitly split: 540 RON to Anna's case and 360 RON to Radu's case.

The shared 2,000 RON donation must not be described as 2,000 RON received by each beneficiary. If it is restricted to specific people, record only allocations supported by its terms and evidence. The calculated 1,100 RON difference is not a verified bank balance and may not represent unrestricted money available to spend. Unpaid invoices, fundraising platform fees and other payments can all change the reconciliation.

Where AI helps — and where human review is essential

AI can suggest document extraction, classification and contextual associations, and help draft narrative text from reporting data. People still need to confirm amounts, currencies, beneficiaries, cases, projects, funds and any split allocations. Do not ask AI to infer medical diagnoses, grant eligibility, donor intentions or legally binding restrictions from incomplete source material.

AI Coach can work with available workspace data and may consult a limited number of original documents when you explicitly ask a file-related question. It does not read every PDF in the archive by default and cannot certify accounting results. For a high-stakes decision, identify the source document, verify bank records and keep an auditable human decision.

Sensitive data, volunteers and team access

A multi-beneficiary nonprofit may handle information about children, medical conditions, disability, social circumstances and international travel. Collect only what is necessary, inform people appropriately and define who is authorized to access each category of information. Confirm both an appropriate GDPR lawful basis and, when relevant, a separate condition for processing special-category health data. The European Commission explains legal grounds and the additional rules for sensitive information. Ticking an in-app confirmation box is not a substitute for your organization's legal assessment.

Grant access only to authorized team members and check your plan's available seats. If a donor requests a public report, use aggregated financial information or details specifically cleared for publication. Avoid automatically publishing names, entire medical documents or private archive photos in fundraising updates.

Plans, beneficiary limits and technical limitations

In the application version reviewed for this guide, multi-beneficiary nonprofits have a limit of 5 beneficiaries on ONG FREE and 20 on ONG PRO. Organizations on ONG PRO in multi-case mode can add recurring capacity for another 10 or 50 beneficiaries, and eligible add-ons can be combined. Check the current Plan & Utilizare (Plan & Usage) page before purchasing, including pricing, billing status and your actual limit. Downgrading does not automatically erase saved beneficiary records, but may prevent further additions while over the new limit.

If the app warns that case or allocation tables are unavailable, check the relevant schema migrations and Supabase access rules before changing records. Do not delete case files or duplicate financial entries merely to bypass a technical error. This is documentation of the reviewed local build, not a guarantee that every backend feature has been tested in your organization's live account.

A sustainable weekly and monthly workflow

Seven frequent mistakes

1. Creating a new person for every treatment. Use a case for a distinct need of an existing beneficiary.
2. Using one vague case for everything. Separate cases when their goals, timelines or funding must be tracked independently.
3. Charging a full shared invoice to each beneficiary. Keep one original expense and use appropriate partial allocations.
4. Confusing project membership with an allocation. Adding a person to a project does not automatically divide all project transactions.
5. Treating an invoice as payment evidence. Cross-check invoices against bank and accounting records.
6. Adding EUR and RON totals without a documented conversion. Keep reported currencies separate unless a conversion is independently justified.
7. Including medical details in donor reports by default. Minimize data and publish only information lawfully cleared for sharing.

Frequently asked questions

Can the same project serve multiple beneficiaries?

Yes. In multi-case mode, the project form allows several beneficiaries to be selected, with an optional case for each. Check transaction allocations separately.

Can one expense be split between two cases?

Yes. In the manual Finance form, enable splitting across beneficiaries, choose the relevant people and cases, and enter amounts that sum to the original transaction.

Which report should I use for one person and one case?

Choose “Raport beneficiar / caz” and set the beneficiary or case and period. Also use the project report when you need the complete picture of a shared program.

Can I publish case reports without checking them?

That is unsafe. Missing document links, shared projects, unallocated income and incorrect splits can all affect what a filtered report shows. Verify the records before publishing.

How do I tell whether a file has reached the accountant?

Use the internal Documents status to organize work, but check the actual sending channel and the accountant's acknowledgement separately.

What are the beneficiary limits?

The reviewed build specifies 5 on ONG FREE and 20 on ONG PRO, with multi-case beneficiary add-ons for eligible PRO organizations. Check current limits in the app.

Can AI decide which beneficiary qualifies for support?

No. Decisions about assistance, health, eligibility and resource allocation belong to qualified people following the organization's documented procedures, not to an unverified AI response.

Related guides and next steps

External privacy reference: European Commission, “Legal grounds for processing data.” This article documents the local TidyOne build reviewed on 23 September 2026. It is not a replacement for legal or statutory accounting advice.