Before sharing a nonprofit report, check the records it relies on: important expenses need supporting documents, transactions need the correct dates, and donations intended for a specific project or fund need the correct allocation. In TidyOne, start in Association → Reports, select your reporting period and inspect Supporting documents. Then review the original entries in Documents, Finance and Projects & Funds. Refresh your report after making corrections.
Why a report can look complete when important data is missing
A nonprofit helping one child or adult may receive donations in different currencies, invoices from several providers, and administrative or medical documents. Some bills are paid weeks after they are issued. A report can add up correctly while still omitting the purpose of funds, missing a link to a supporting document or counting a payment twice.
In TidyOne, a PDF stored in the archive is not automatically linked to the expense it supports. Likewise, an “AI analyzed” label is not proof that every extracted field is correct. Reliable checking has two stages: identify potential gaps in the report, then review and correct the original documents and financial entries.
What you will achieve
Before you begin: define the report's scope
Choose the right organization and date range
Open your Association workspace and go to Reports. For a whole-year check choose Annual nonprofit report and Previous year, or Custom and enter the exact dates. For a single month select Accounting report and a custom date range. Click Update report. Always check the From and To fields: the Current year preset extends to December 31 even if the year is still in progress.
The primary beneficiary is already configured
In single-beneficiary nonprofit mode, you do not need to select the same person for every report. For an organization-wide view keep All projects and All funds selected. A specific project or fund narrows the data, even if the report type still says Annual nonprofit report. Use Project / funder report when preparing a report for one campaign.
Step by step: find and correct missing report data
Step 1 — Inspect the Supporting documents section
After updating the report, find Supporting documents. TidyOne shows how many expenses have linked evidence, how many documents in the selection were AI analyzed, and how many remain unanalyzed. If needed, it also shows a list of Expenses without a linked document.
This last indicator matches expense transactions to documents that carry an explicit transaction link. An invoice may exist in Documents and still be flagged if that link is absent. Do not upload the same invoice again or create another expense just to make the warning disappear.
Step 2 — Review unanalyzed documents and AI proposals
Go to Documents and use Not AI analyzed or Unclassified where these filters are available. Open each relevant image or PDF to confirm that it is complete and legible. Run Analyze with AI if appropriate. In the review screen, check the supplier, invoice number, date, total, currency, category and project. Correct uncertain fields before confirming the proposal.
Not every contract, medical record or administrative document needs financial AI extraction. The goal is to review evidence relevant to this report, not to run AI on every file in the archive.
Step 3 — Find an invoice that exists but has no expense link
Compare expenses flagged in Reports with the Documents archive. Search the invoice by supplier, date, number or amount and check the document and transaction details. If the current screen or your configuration does not offer a way to edit a particular link, do not create duplicate financial records. Note the discrepancy and use the available correction workflow or clarify it with your accountant.
Step 4 — Look for duplicate expenses before changing totals
In Finance, compare transactions with confirmed documents and the bank statement. An invoice may have been uploaded and processed with AI while a payment was entered manually. If both created expenses, the report total may be doubled. Check the date, amount, supplier, currency and source document before changing anything. Agree with your accountant on how to handle invoices that have been issued but are not yet paid.
Step 5 — Check project and fund assignments
Open Projects & Funds and check that donations and expenses earmarked for a specific need are linked to the right project, such as Surgery, Therapy or Travel. Do not move purpose-restricted donations to another project merely to make totals look balanced. If an allocation is uncertain, flag it for clarification rather than guessing.
In Reports, the Funds table calculates inflows and outflows for the selected reporting period. “Available” is inflows minus outflows within that selection; it is not necessarily the historical fund balance or the actual balance of a bank account.
Step 6 — Check donations without donor contacts and keep currencies separate
Compare Finance income with bank statements, transfer confirmations and donation history. The report's Donors and sponsors table includes transactions with a linked contact classified as a donor or sponsor. If a donation is missing from this table, it does not automatically mean the income is absent from report totals. Check the income entries first, then the associated contacts.
Keep RON, EUR, CHF and other currencies separate. TidyOne does not apply an automatic conversion rate; use the appropriate accounting policy and funder requirements for any consolidated presentation.
Step 7 — Check what was actually sent to the accountant
In Documents, select Not sent and review files due for delivery. You can download or share the files. Mark them Sent only after they have actually been dispatched, and keep delivery evidence where necessary. Sent does not mean the email was received or that the accountant approved the document.
Step 8 — Refresh the report and compare again
Return to Reports, keep the same scope and click Update report again. Review Income, Expenses, Balance, Documents in period, Supporting documents and fund movements. If a discrepancy remains, record the exact transaction, document and period affected.
What AI can help with—and what you still need to check
In Documents, AI can extract and propose information from a PDF or photograph. In Reports, Generate AI draft can write a narrative from the selected structured data. These are different functions: well-written report text does not replace missing evidence or confirm that an expense is correct.
You can ask AI Coach about a relevant document and, when search finds a match, request consultation of the file. Check important answers against the original, especially names, amounts, due dates and sensitive information. Avoid placing diagnoses or other unnecessary medical details in donor-facing reports.
Worked example: four issues found during month-end review
Fictional example: “Support for Anna” is preparing its August report for Therapy and Travel.
| Finding | What to check | Action |
|---|---|---|
| RON 720 invoice, but the expense has no supporting document | The PDF is in the archive. Check whether it is linked to the expense. | Correct the link without recording the payment twice. |
| Two identical RON 250 expenses | Compare dates, supplier, evidence and the bank statement. | Investigate the duplicate and correct the original record. |
| EUR 150 donation specifically for Therapy | Check project, fund and currency. | Respect its stated purpose and keep EUR separate from RON. |
| Unanalyzed PDF | Is it a legible financial document relevant to the expense? | Analyze and review it manually if needed. |
After correcting the source records, run the same report again with identical date and scope filters. If an expense is still flagged, re-check its document-to-transaction link; AI analysis alone does not clear the warning.
Pre-submission data-quality checklist
Common problems and how to interpret them
The invoice is in Documents, but the expense is flagged as unsupported
The indicator checks whether a document is linked to the transaction, not merely whether a file exists somewhere in the archive. Review the source records before creating anything new.
The donor table is empty, but we received donations
The donor table relies on income transactions linked to contacts classified as donors or sponsors. Check overall income totals and the contact links before modifying transaction amounts.
Some documents are unanalyzed, but they are organizational records
Not every file needs AI extraction. Check that relevant financial evidence is correctly reviewed, while other documents are stored and categorized appropriately.
Available funds do not match the bank account
The fund figure reflects TidyOne transactions for the selected period. Bank balances can include opening balances, transfers and transactions that have not yet been recorded. Reconcile them separately.
The Accounting ZIP does not contain every PDF
The full Accounting ZIP export in the eligible plan can package up to 250 document files at a time. Review the document CSV listing and supply additional or unsuccessful file downloads separately.
Frequently asked questions
Must every warning disappear before I can use a report?
Not all documents require AI and some discrepancies have legitimate explanations. However, material figures and allocations need checking, and unresolved questions should be made clear to whoever validates the report.
Can I use this checklist for monthly, project and annual reports?
Yes, but keep the appropriate date range and scope. For an organization-wide annual report choose All projects and All funds; for a project report select the relevant project explicitly.
Does “AI analyzed” mean “approved by my accountant”?
No. AI analysis is a data extraction or classification proposal. Your confirmation and accounting review are separate steps.
Does TidyOne automatically convert EUR donations into RON?
No. It keeps currencies separate. Any consolidated presentation should follow your applicable accounting policy and funding requirements.
Does this checklist automatically satisfy EU grant reporting rules?
No. A grant agreement may require different evidence, deadlines and templates. Use TidyOne to organize records and follow the agreement and applicable national rules.
Continue with other TidyOne guides
Check the documents and transactions first, then refresh your report from the Association workspace. Keep unresolved questions and evidence ready for your accountant or funder.
Open Reports in TidyOne →EU grant reference: European Commission — reporting, reviews and keeping supporting records. Grant-specific requirements do not automatically apply to every nonprofit or replace national rules.
Use the checklist at month-end, before project reporting and when preparing an annual report.
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