CPA and Accountant Tools

NP Ledger includes a dedicated dashboard and export package for CPAs and accountants. If your accountant or auditor needs access to your books, you can invite them with the Accountant role and point them to these tools.

When it's time for your annual audit or 990 filing, your CPA needs a specific set of documents: trial balance, general ledger, financial statements, bank reconciliations, and net asset details. Instead of exporting each report individually and emailing files back and forth, the PBC (Prepared by Client) Export bundles everything into a single ZIP download. This saves hours of back-and-forth and ensures your CPA gets consistent, complete data.

• The CPA Dashboard and PBC Export require a Standard plan or higher
• The user must have an Accountant role or higher (see Roles and Permissions)
• At least one fiscal year must be set up with posted transactions for the reports to have data

Accessing the CPA Dashboard

1. Go to CPA > Dashboard in the sidebar. (This menu item appears for users with the Accountant role or higher.)
2. Review the dashboard sections:
3. Trial Balance Summary — Total assets, liabilities, and net assets for the current fiscal year, with a balanced/unbalanced indicator
4. Fund Balances — All active funds with their current balances and restriction type. Overspent restricted funds are flagged.
5. 990 Filing Status — Whether a 990 worksheet exists for the most recent completed fiscal year, and its current state (not started, in progress, or complete)
6. Recent Adjusting Entries — The last 10 adjusting journal entries, with links to each transaction
7. Reconciliation Status — Last reconciled date and statement balance for each bank account

Downloading the PBC Export

The PBC Export generates a ZIP file organized into folders that match the standard audit request list.

1. Go to CPA > PBC Export in the sidebar.
2. Select a fiscal year from the dropdown.
3. Optionally check "Include Bank Reconciliations" to add reconciliation PDFs for all completed reconciliations in the selected fiscal year.
4. Optionally check "Include 990 Worksheet" to add the Form 990 worksheet PDF if one exists for the selected year.
5. Click "Export." The ZIP file downloads immediately.

What's in the ZIP

Tip: Share the ZIP with your CPA via a secure file-sharing method. The export contains financial data for the entire fiscal year.

Sharing a CPA Letter

If your CPA needs a formal engagement or communication letter:

1. Go to Resources > CPA Letter (available from the CPA Dashboard quick links).
2. The letter downloads as a PDF pre-populated with your organization's information.

• The CPA Dashboard loads with current fiscal year data and all sections populated
• The PBC Export ZIP contains the expected folders and files
• Financial statement totals in the export match what you see in your regular reports

• Exporting before closing the period — The PBC export reflects whatever is currently posted. If you haven't finished entering transactions or making adjustments for the fiscal year, the export will be incomplete. Close the period first (see Closing an Accounting Period).
• Wrong fiscal year selected — Double-check the fiscal year in the dropdown before exporting. The ZIP filename includes the fiscal year for easy identification.
• Missing reconciliations — If the Bank Reconciliations folder is empty, it means no reconciliations were completed for that fiscal year's date range. Complete your reconciliations before exporting.

Accountant note: The PBC Export is designed to satisfy a standard audit request list for a small 501(c)(3). The trial balance and general ledger are computed from posted transactions only (drafts and voids excluded). Financial statements follow ASU 2016-14 presentation requirements, including the Statement of Functional Expenses with natural and functional classification. The net asset roll-forward separates activity by restriction class (without donor restrictions / with donor restrictions).