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Grant Management and Financial Reporting Best Practices 

Grants are an important funding source for many not-for-profit organizations. They allow organizations to expand programs, serve more people, and strengthen their community impact. Managing grant funds, however, requires careful oversight. It calls for transparency, accountability, and accurate financial reporting. Clear grant-management processes help ensure funds are used appropriately, compliance requirements are met, and funder trust is maintained. Why Strong Grant …

Grants are an important funding source for many not-for-profit organizations. They allow organizations to expand programs, serve more people, and strengthen their community impact. Managing grant funds, however, requires careful oversight. It calls for transparency, accountability, and accurate financial reporting. 

Clear grant-management processes help ensure funds are used appropriately, compliance requirements are met, and funder trust is maintained. 

Why Strong Grant Management Matters 

Every grant includes specific expectations. These may involve spending guidelines, reporting deadlines, or performance outcomes. A structured approach helps your organization meet those expectations while maintaining financial control and audit-readiness. 

Effective grant-management practices help organizations: 

  • Maximize the impact of awarded funds 
  • Reduce compliance risk 
  • Improve communication with funders and auditors 
  • Strengthen future funding opportunities 

Well-organized systems make it easier to demonstrate responsible stewardship. 

Core Elements of Effective Grant Management 

Develop clear policies and procedures 
Document how grants are applied for, approved, tracked, and reported. Written policies support consistency and year-end reporting accuracy. 

Assign clear responsibility 
Designate a grant manager or defined team. Clear ownership improves coordination between program staff and finance staff. 

Track each grant separately 
Maintain distinct budgets within your accounting system. Use classes, projects, or cost-centers to prevent overlap and improve reporting clarity. 

Monitor spending regularly 
Compare actual expenses to approved budgets throughout the grant period. Early review reduces last-minute adjustments and reporting issues. 

Maintain thorough documentation 
Keep organized records of invoices, payroll allocations, and supporting documentation. Clear records simplify audit preparation and strengthen internal controls. 

Financial Reporting Considerations 

Accurate reporting supports compliance and reinforces credibility. 

Reconcile consistently 
Financial reports should align with your accounting records and approved grant budgets. Regular reconciliations reduce errors. 

Distinguish restricted and unrestricted funds 
Clear classification ensures compliance with donor intent and improves financial transparency. 

Align program results with financial data 
Spending should directly support the funded initiative. Ongoing communication between departments supports accurate reporting. 

Conduct internal reviews 
A structured pre-submission review helps identify inconsistencies and ensures clarity before reports are submitted. 

Supporting Long-Term Stability 

Strong grant-management practices do more than satisfy compliance requirements. They support long-term sustainability. When financial processes are clear and well-documented, organizations are better positioned for future funding and continued mission growth. 

How DBC Can Help 

DBC serves as a trusted advisor to not-for-profit organizations seeking stronger grant-management systems, clearer financial reporting, and greater audit-readiness. If your organization is preparing for growth, new funding, or increased oversight, this is a good time to evaluate your current processes.  

Reach out to the DBC team to discuss how your current systems are supporting compliance, reporting, and long-term stability. A thoughtful review today can help strengthen the financial foundation that sustains your mission tomorrow. 

Using Client Accounting and Advisory Services for Transparent Reporting 

For not-for-profit organizations, transparency is essential to maintaining trust. Donors, grantors, board members, and regulators expect clear reporting and responsible stewardship. Delivering that level of oversight can be difficult without the right financial structure in place. Client Accounting and Advisory Services provide both operational support and strategic insight to strengthen financial management and reporting. What Are Client Accounting and Advisory …

For not-for-profit organizations, transparency is essential to maintaining trust. Donors, grantors, board members, and regulators expect clear reporting and responsible stewardship. Delivering that level of oversight can be difficult without the right financial structure in place. 

Client Accounting and Advisory Services provide both operational support and strategic insight to strengthen financial management and reporting. 

What Are Client Accounting and Advisory Services? 

Client Accounting and Advisory Services combine day-to-day accounting support with higher-level financial guidance. Services may include bookkeeping, payroll, financial statement preparation, internal control support, cash flow monitoring, and ongoing advisory discussions. 

This approach allows organizations to move beyond basic compliance and gain: 

  • Reliable, timely financial data 
  • Real-time access through cloud-based systems 
  • Structured internal processes 
  • Ongoing financial insight to support leadership decisions 

The goal is not just accurate reporting, but informed decision-making. 

Why Transparent Reporting Matters 

Clear financial reporting reinforces credibility and supports long-term sustainability. It demonstrates that resources are managed carefully and in alignment with donor intent. 

Strong reporting practices help organizations: 

  • Maintain funder confidence 
  • Support grant and regulatory compliance 
  • Improve board-level oversight 
  • Identify financial trends early 

Accurate, consistent reporting strengthens accountability across the organization. 

How Client Accounting and Advisory Services Support Transparency 

Timely financial visibility 
Up to date financial data allows leadership to monitor spending, program performance, and cash flow throughout the year. 

Structured reporting processes 
Consistent financial reporting supports grant compliance and audit-readiness while reducing last minute pressure at year-end. 

Strengthened internal controls 
Additional oversight improves segregation of duties and reduces risk, particularly for organizations with lean accounting teams. 

Clear tracking of restricted and unrestricted funds 
Proper classification supports compliance and improves reporting clarity. 

Ongoing advisory insight 
Regular financial review and planning discussions help leadership stay proactive rather than reactive. 

A Stronger Financial Foundation 

Client Accounting and Advisory Services provide more than just operational support. They offer an ongoing partnership built on consistent oversight and practical financial guidance. 

With the right structure in place, not-for-profit organizations can improve reporting accuracy, strengthen internal processes, and develop financial systems that support sustainable mission growth. 

How DBC Can Help 

DBC provides Client Accounting and Advisory Services tailored to the needs of not-for-profit organizations. Our team supports daily accounting functions while also providing thoughtful financial guidance to help leadership make sound decisions. 

If your organization is looking to strengthen reporting, improve oversight, or prepare for future growth, DBC can help you build a financial framework that supports both compliance and long-term stability.

Using Work-in-Progress Reports to Improve Profitability 

A construction project is always in motion. Labor hours fluctuate, material deliveries shift, and costs evolve as work progresses. In this environment, guessing where a project stands financially is not enough. Contractors need a clear, consistent way to understand whether they are ahead, behind, or right on track. This is where work-in-progress reports become essential. A strong WIP …

A construction project is always in motion. Labor hours fluctuate, material deliveries shift, and costs evolve as work progresses. In this environment, guessing where a project stands financially is not enough. Contractors need a clear, consistent way to understand whether they are ahead, behind, or right on track. This is where work-in-progress reports become essential. 

A strong WIP report shows the financial health of a project at any point in time. It reveals how costs compare to estimates, how much revenue should be recognized, and whether billing lines up with the work completed. When used consistently, WIP reporting becomes one of the most powerful tools for protecting profitability. 

What a WIP Report Measures 

A WIP report connects three key elements: progress, cost, and billing. By comparing how much work has been completed with how much has been billed and spent, contractors gain insight into the true status of each project. 

A well-prepared WIP report helps answer questions such as: 

  • Are we recognizing revenue accurately based on project progress? 
  • Are we overbilled or underbilled? 
  • Are costs rising faster than expected? 
  • Are we on pace to meet the original margin? 

These answers help contractors make decisions before small problems become larger ones. 

Identifying Overbilling and Underbilling 

WIP reports highlight whether billing aligns with the actual progress of the job. Both overbilling and underbilling reveal important financial information: 

  • Overbilling may improve cash flow in the short term but can reduce future billings and strain project margins if costs are higher than expected. 
  • Underbilling signals that work has been completed but not billed, which can restrict cash flow and mask profitability issues. 

Tracking these indicators helps contractors adjust billing practices and maintain a steadier financial position. 

Keeping Projects Aligned With Estimates 

WIP reports compare actual costs to estimated costs, making it easier to identify areas where the project is drifting off budget. Early detection is critical. When labor hours exceed expectations or material costs rise quickly, contractors can take corrective action before the issue affects the entire project. 

Accountants play an important role in this process by helping contractors update projections and ensure costs are allocated correctly. 

Supporting More Accurate Revenue Recognition 

Many contractors use the percentage-of-completion method for revenue recognition. WIP reports provide the information needed to apply this method accurately, ensuring that revenue reflects actual progress rather than cash received. 

This helps produce financial statements that reflect the real status of each job, which is valuable for owners, lenders, and bonding agents. 

Improving Communication Between the Office and the Field 

WIP reporting strengthens the connection between financial records and field activity. When project managers, superintendents, and accounting staff review WIP results together, they often uncover issues that were not visible from a single perspective. 

A stronger communication loop can reveal: 

  • Delays that need to be addressed 
  • Subcontractor performance concerns 
  • Material shortages that could affect schedule or cost 
  • Opportunities to improve forecasting for future jobs 

These insights improve both current work and long-term planning. 

Supporting Long-Term Profitability 

A consistent WIP process allows contractors to evaluate performance across multiple projects. Over time, patterns emerge that help refine estimating, staffing, and material planning. 

For example, WIP reviews may show that: 

  • Certain types of work consistently produce stronger margins 
  • Specific stages of a project tend to exceed estimated labor 
  • Profitability varies depending on crew size or subcontractor choice 

These findings help owners make strategic decisions about the kinds of projects they pursue and how they allocate resources. 

Building Confidence in Your Financial Picture 

When WIP reporting is done well, it becomes more than a financial document. It becomes a roadmap for how projects are performing and where adjustments may be needed. The transparency it provides helps contractors maintain profitability, plan ahead, and make decisions with greater confidence. 

At DBC, we help construction companies strengthen their WIP reporting processes, interpret results, and build financial systems that support long-term success. If you would like guidance on improving your WIP reporting or connecting it more closely to your project management practices, our team is here to help. 

Cost Overruns: How Accountants Help You Prevent Budget Blowouts 

Cost overruns can take a project that looked profitable on paper and turn it into a challenge the moment work begins. Material costs shift, labor availability changes, schedules tighten, and unexpected site conditions surface. Even experienced contractors know how quickly a job can drift off budget when several small issues stack up at once. These pressures …

Cost overruns can take a project that looked profitable on paper and turn it into a challenge the moment work begins. Material costs shift, labor availability changes, schedules tighten, and unexpected site conditions surface. Even experienced contractors know how quickly a job can drift off budget when several small issues stack up at once. These pressures make it essential to have financial systems that catch problems early and support clear, confident decision making. 

While cost overruns are common in construction, they do not have to be routine. With the right oversight and financial structure, contractors can anticipate risks, protect margins, and maintain control over project performance. Accountants play a key role by creating the visibility and clarity needed to keep budgets steady from start to finish. 

Strengthening Job Costing to Catch Issues Early 

Accurate job costing is the foundation of any effort to control project spending. When labor, materials, equipment, and subcontractor costs are tracked consistently, contractors gain a clearer view of how a project is performing in real time. 

Accountants help improve job costing by: 

  • Establishing detailed cost codes 
  • Ensuring costs are applied correctly and on time 
  • Reviewing actual costs against estimates 
  • Highlighting trends that may signal early overruns 

These steps help contractors move from reactive to proactive decision making. 

Improving Estimates and Budget Assumptions 

Many cost overruns begin long before a project starts. Underestimated labor hours, incomplete scope descriptions, or insufficient contingencies can create a budget that is difficult to follow once work begins. 

Accountants help refine estimates by reviewing historical job data, evaluating past performance against projections, and identifying cost categories where overruns occur frequently. Over time, this creates a more accurate estimating process that reduces surprises in the field. 

Monitoring Work in Progress for Real-Time Visibility 

Work in progress (WIP) reporting is one of the most important tools for preventing budget blowouts. A strong WIP report compares the percentage of work completed with the costs incurred to date. When these two do not align, it may indicate job delays, underestimated labor, or billing issues. 

Accountants use WIP reports to: 

  • Track profitability throughout the project 
  • Identify underbilling or overbilling 
  • Highlight costs that are rising faster than expected 
  • Provide owners with clear, actionable insights 

Regular WIP meetings help ensure that financial information stays connected to what is happening on site. 

Enhancing Cash Flow Management 

Cash flow problems can contribute to cost overruns by delaying material purchases, limiting available labor, or forcing rushed decisions. Accountants help contractors plan for cash needs by analyzing projected expenses, contract terms, and payment timing. 

A structured cash flow plan helps contractors: 

  • Prepare for high-cost phases of the project 
  • Avoid delays caused by funding gaps 
  • Maintain steady operations even when billing cycles fluctuate 

This stability supports stronger project execution and cost control. 

Improving Change Order Processes 

Change orders are unavoidable in construction, but without strong processes they can quickly contribute to budget overruns. When changes are not documented promptly or priced accurately, costs can accumulate without being captured in the contract. 

Accountants help strengthen change order management by ensuring: 

  • Costs associated with changes are tracked separately 
  • Pricing reflects both direct and indirect impacts 
  • Documentation is submitted in a timely manner 
  • Financial records match field activity 

Clear processes protect profitability and reduce disputes with clients. 

Reviewing Contract Terms for Hidden Risks 

Contracts influence how risk is shared, when payments are received, and how unexpected costs are handled. Accountants help contractors evaluate terms such as retainage, billing schedules, pricing structures, and scope definitions. Understanding these details upfront helps prevent misunderstandings and financial strain as the project progresses. 

Learning From Completed Projects 

Post-project reviews offer some of the most valuable insights for preventing future overruns. Accountants work with contractors to compare estimated costs to actual spending and identify where differences occurred. 

A well-run review may highlight issues such as: 

  • Labor hours consistently underestimated 
  • Material cost volatility not included in the budget 
  • Inefficient subcontractor coordination 
  • Inaccurate cost allocations in job costing 
  • Delays not reflected in the project timeline 

These lessons help contractors build stronger processes for future jobs. 

Bringing Financial Clarity to Construction Projects 

Cost overruns may be common, but they can be significantly reduced with the right systems in place. Accountants bring structure, visibility, and financial discipline that help contractors keep projects on track and maintain profitability. When field experience and financial insight work together, both budgets and timelines become more predictable. 

At DBC, we partner with construction companies to strengthen budgeting processes, improve project forecasting, and build financial systems that support long-term growth. If you would like guidance on preventing cost overruns or evaluating your current job costing processes, our team is here to help. 

Best Practices for Seasonal Employee Hiring and Payroll 

Seasonal staffing is a reality for many hospitality businesses. Hotels manage fluctuations tied to travel patterns. Restaurants adjust for holidays, tourism, and local events. These cycles help match labor to demand, but they also create challenges in hiring, onboarding, scheduling, and payroll. When seasonal employees are brought on quickly without clear processes, businesses can run into problems such as …

Seasonal staffing is a reality for many hospitality businesses. Hotels manage fluctuations tied to travel patterns. Restaurants adjust for holidays, tourism, and local events. These cycles help match labor to demand, but they also create challenges in hiring, onboarding, scheduling, and payroll. 

When seasonal employees are brought on quickly without clear processes, businesses can run into problems such as misclassified workers, inconsistent pay practices, or gaps in compliance. A thoughtful approach helps ensure staffing needs are met while maintaining accuracy and stability in payroll. 

Start with Clear Hiring Criteria 

Seasonal hiring moves fast, and decisions often need to be made quickly. Establishing criteria before recruitment begins helps owners and managers select the right candidates for short-term roles. These criteria might include availability, relevant experience, flexibility, and familiarity with the pace of hospitality work. 

Clear expectations at the hiring stage reduce turnover and help employees adapt more easily during busy periods. 

Use Consistent Onboarding Processes 

Seasonal employees need the same clarity as year-round staff. A consistent onboarding process ensures that everyone understands workplace policies, tip reporting procedures, scheduling expectations, and job responsibilities. 

A simple onboarding checklist can keep this process organized and reduce communication gaps. For example: 

  • Required paperwork and documentation 
  • Explanation of wage structure, including tips and service charges 
  • Overview of scheduling and shift responsibilities 
  • Training on point-of-sale or property management systems 

Even small improvements to onboarding can create smoother payroll outcomes later. 

Ensure Proper Worker Classification 

Seasonal employees must be classified correctly. Many hospitality businesses mistakenly categorize short-term workers as independent contractors. However, if the business sets the schedule, directs the work, and provides tools, the worker is almost always considered an employee. 

Correct classification protects the business from penalties and ensures workers receive the wages and protections required by law. 

Communicate Scheduling and Pay Expectations Upfront 

Seasonal staff often work a mix of peak and slow hours. Clear communication about shift structure, availability requirements, and how hours may fluctuate helps manage expectations and reduce confusion. 

This is also the right time to explain how payroll works, including overtime rules, break requirements, and any tip pooling practices. 

Strengthen Payroll Tracking During Seasonal Peaks 

During busy periods, many payroll issues stem from rushed processes or missing documentation. To reduce risk, businesses benefit from reviewing how hours, tips, and service charges flow into payroll during peak times. Key areas to confirm include: 

  • Whether new employees are set up correctly in the system 
  • Whether overtime calculations reflect different pay rates 
  • Whether tip reporting habits remain consistent across a larger team 

Attention during the season helps prevent corrections once the season ends. 

Review Tip Pooling and Reporting Processes 

If seasonal workers join a tip pool, make sure the structure is reviewed and documented before the season begins. Seasonal employees should be trained on how to report tips, how pools are calculated, and when reporting is due. 

Clear processes help maintain fairness and support accurate payroll records. 

Stay Current on Wage and Labor Requirements 

Seasonal staffing often brings a larger workforce. This makes it important to stay current on federal, state, and local labor requirements, particularly regarding overtime, youth employment rules, split shifts, and required breaks. Seasonal operations may involve younger workers or shorter shift structures that require additional attention. 

Keeping policies aligned with current regulations helps protect both the business and staff. 

Conduct a Post-Season Review 

Once the season ends, take time to assess what worked well and where challenges emerged. A brief review helps prepare for the next cycle and strengthens long-term staffing strategy. This review might include: 

  • Evaluating whether staffing levels matched demand 
  • Identifying payroll issues that slowed down processing 
  • Determining whether onboarding or training gaps contributed to errors 

Small adjustments between seasons help create a smoother and more predictable experience the next time around. 

Building a Strong Seasonal Hiring and Payroll Framework 

Seasonal staffing does not have to bring uncertainty. When businesses prepare ahead, establish clear processes, and maintain consistent payroll practices, seasonal employees become a valuable extension of the core team. This leads to better service, fewer payroll issues, and a more stable financial picture. 

At DBC, we help hospitality business owners build staffing and payroll systems that support both seasonal and year-round success. If you would like guidance on strengthening your seasonal hiring or payroll approach, our team is here to help. 

Understanding Overtime Rules in the Hospitality Industry 

Overtime rules in hospitality can be challenging to navigate. Restaurants, hotels, and event venues rely on variable scheduling, changing guest volume, and employees who often shift roles throughout the week. These dynamics make overtime calculations more complicated than in many other industries, and even small errors can create issues with compliance, payroll accuracy, and …

Overtime rules in hospitality can be challenging to navigate. Restaurants, hotels, and event venues rely on variable scheduling, changing guest volume, and employees who often shift roles throughout the week. These dynamics make overtime calculations more complicated than in many other industries, and even small errors can create issues with compliance, payroll accuracy, and staff trust. 

Restaurants in particular face unique pressures. Busy meal periods, sudden rushes, special events, and kitchen workload fluctuations often require staff to stay longer than planned. When shifts stretch past the expected hours, it becomes even more important to ensure overtime is handled correctly and consistently. 

A clearer understanding of the rules helps hospitality business owners reduce risk and support fair and accurate compensation. 

Know How Overtime Is Defined 

Federal overtime rules require employers to pay one and one-half times an employee’s regular rate of pay for any hours worked beyond 40 in a workweek. Some states impose additional daily or weekly requirements, so businesses should review both federal and state rules regularly. 

For restaurants, where employees often pick up extra shifts or cover for co-workers, these rules come into play frequently. Hotels may encounter similar challenges when covering peak check-in times, banquets, or seasonal surges. 

Understand the Regular Rate of Pay 

The regular rate includes more than base hourly wages. It incorporates certain forms of additional compensation, which means the calculation must reflect the full picture of an employee’s pay. For tipped employees, the regular rate includes the cash wage plus the tip credit taken by the employer. 

This is especially important for restaurants because: 

  • Servers and bartenders may earn different rates depending on their role during a shift. 
  • Back-of-house staff may receive shift premiums or incentive pay. 
  • Employees may switch roles midweek, which changes the calculation. 

Accurate calculations support compliance and help maintain transparent, fair pay practices. 

Manage Multiple Pay Rates Carefully 

Many hospitality employees work more than one job within the same business. A restaurant employee might serve during lunch, prep in the kitchen for the dinner shift, and assist with events on weekends. A hotel employee may alternate between front desk, banquets, and guest services. 

When employees work at more than one pay rate, employers must determine the correct regular rate for overtime calculations. This often requires reviewing hours by role and applying a weighted average. 

A structured scheduling and payroll process helps reduce confusion and ensures overtime pay reflects all the roles an employee performed that week. 

Review State and Local Requirements 

Some states have additional overtime requirements, such as daily overtime after a certain number of hours or special rules tied to split shifts. These rules affect restaurants more frequently because daily schedules can vary widely depending on meal periods and staffing needs. 

Regularly reviewing state and local laws helps ensure that your business remains compliant even as schedules shift between seasons. 

Track Hours Accurately 

Accurate timekeeping is essential for reliable overtime calculations. Challenges arise when employees forget to clock in or out, switch positions midshift without recording the change, or work off the clock to prepare for a meal period or event. 

A strong timekeeping process benefits the entire operation. Restaurants may find that better scheduling tools, clear clock-in procedures, and routine timecard reviews help reduce errors. Hotels may rely on integrated property management systems that track hours across departments. 

Watch for Common Overtime Triggers 

Hospitality businesses often encounter overtime unexpectedly. Some common triggers include: 

  • Last-minute coverage needs during busy service times 
  • Special events, banquets, weddings, or conferences 
  • Extended meal periods in restaurants 
  • High turnover periods that stretch remaining staff 
  • Training sessions held outside of regular schedules 

Being aware of these patterns helps owners prepare and reduces the likelihood of unplanned payroll costs. 

Ensure Tip Credits Are Applied Correctly 

When restaurants use a tip credit, they must ensure the employee’s total compensation meets or exceeds the minimum wage. If a tipped employee works overtime, the tip credit does not increase. The overtime rate must be based on the full minimum wage before the credit is applied. 

This is a common area of confusion for restaurants, and miscalculations often occur when multiple shifts or roles are combined. Regular reviews help confirm that overtime pay is calculated in line with both wage and tip requirements. 

Train Managers on Overtime Rules 

Managers often control scheduling and are the first to respond to staffing gaps. When they have a clear understanding of overtime rules, they can make informed decisions that balance service needs with compliance requirements. 

This is especially useful in restaurants, where shift leads or kitchen managers may adjust schedules quickly to match guest demand. 

Build a Consistent Overtime Policy 

A clear policy helps employees understand when overtime occurs, how it is calculated, and what approval process is required. Businesses that set expectations early often encounter fewer disputes and maintain smoother payroll operations. Restaurants benefit from this clarity because shift patterns change rapidly and employees often seek extra hours. 

Hotels and other hospitality businesses benefit as well, especially when departments overlap or share staff. 

Creating Clarity Around Overtime 

Overtime rules in hospitality are detailed but manageable when the right systems are in place. With accurate timekeeping, clear communication, and careful attention to tip credits and multiple pay rates, businesses can reduce risk and build stronger payroll practices. 

At DBC, we help restaurants, hotels, and other hospitality organizations review their overtime practices, strengthen compliance, and build processes that support long-term operational clarity. If you would like an assessment of your overtime procedures or guidance on improving your system, our team is here to help. 

Intern Spotlight: Getting to Know Our 2026 DBC Interns

Each year, our intern program brings new energy, curiosity, and perspective to DBC. Our 2026 interns come from a range of academic backgrounds and personal interests, but they share a common desire to learn, contribute, and grow in a professional environment that values people as much as technical skill.This year’s intern group includes Eden …

Each year, our intern program brings new energy, curiosity, and perspective to DBC. Our 2026 interns come from a range of academic backgrounds and personal interests, but they share a common desire to learn, contribute, and grow in a professional environment that values people as much as technical skill.

This year’s intern group includes Eden Boer, Matt Hoonhorst, Evan Gillespie, Ivan Radovic, Ethan Bosch, and Alex Welscott. Together, they represent the next generation of accounting professionals who are thoughtful about their careers and intentional about how they grow.

What Drew Them to DBC

Many shared that their first conversations with DBC felt genuine and welcoming. Interviews were described as two-way discussions rather than formal screenings, which helped set clear expectations and create an early sense of connection.

Several interns also noted the impact of meeting DBC team members at career fairs or through campus interactions. Those experiences reinforced the idea that DBC is a place where people are approachable, willing to teach, and invested in one another’s development.

Academic Paths and Career Interests

Our interns bring a range of academic experiences to the firm:

· Eden Boer is studying Accounting at Grand Valley State University and values maintaining balance between academics, work, and personal commitments.

· Matt Hoonhorst is dual enrolled at Grace Christian University and Davenport University, studying Christian Studies and Accounting, and plans to graduate in 2026.

· Evan Gillespie is a senior at Grand Valley State University, majoring in Accounting and participating in the five-year Master of Science in Accounting program.

· Ivan Radovic attends Aquinas College, where he is pursuing degrees in Professional Accountancy and Computer Information Systems.

· Ethan Bosch graduated from Cornerstone University with a degree in Accounting and a minor in Finance and is looking forward to gaining hands-on experience as he begins his professional career.

· Alex Welscott is a senior at Grand Valley State University, majoring in Accounting and preparing to begin studying for the CPA Exam upon graduation.

Across the group, early coursework played a meaningful role in shaping their interest in accounting, particularly classes that emphasized structure, problem-solving, and real-world application.

Life as a DBC Intern

No two days look exactly the same for our interns. Their work includes preparing tax returns, assisting with 1099s, supporting client projects, and learning firm processes alongside full-time staff. Interns rotate across teams and offices, which allows them to build relationships and gain exposure to different working styles and client needs.

Many shared appreciation for the guidance they receive from senior staff and managers who take time to explain not just what to do, but why it matters. That context helps connect day-to-day work with long-term professional development.

Outside the Office

Outside of work and school, they stay busy. Interests range from competitive sports and fitness to fishing, hunting, travel, and time with family and friends. Some enjoy collecting memorabilia or following auto racing, while others recharge by being outdoors or staying active year-round.

These interests reflect an understanding that long-term success in public accounting requires work-life balance and perspective.

Looking Ahead

As they look ahead to the coming year, the group shared goals centered on strengthening technical skills, improving study habits, and taking on more complex work. Several are already thinking about CPA Exam preparation and how to approach it in a way that aligns with work responsibilities and personal commitments.

That awareness is exactly what we hope to support through the program. The goal is not to rush the process, but to help build confidence, encourage questions, and develop habits that will serve them well throughout their careers.

We are grateful for the perspective and enthusiasm this group brings to DBC and look forward to supporting them as they continue their accounting journeys!

Improve Your Accounting System with Paperless W-9 and Sales Tax Exemption Storage

Most accounting systems already include tools designed to reduce paperwork and support compliance. The challenge is not access to those tools, but using them consistently.Two simple habits can make a meaningful difference in day-to-day accounting work and year-end preparation. One is storing vendor W-9 forms directly in the vendor profile. The other is saving …

Most accounting systems already include tools designed to reduce paperwork and support compliance. The challenge is not access to those tools, but using them consistently.

Two simple habits can make a meaningful difference in day-to-day accounting work and year-end preparation. One is storing vendor W-9 forms directly in the vendor profile. The other is saving customer sales tax exemption certificates within the customer record.

Together, these practices support cleaner records, faster reporting, and fewer last-minute scrambles when deadlines or audits arise.

Why Store Vendor W-9 Forms in Your Accounting System

When W-9 forms are scanned or saved directly to the vendor profile in your accounting system, the information needed for 1099 preparation is already in one place.

This approach helps by:

  • Reducing time spent tracking down missing tax information at year end
  • Lowering the risk of using outdated or incorrect vendor details
  • Creating a consistent, searchable record for your team and your CPA

For systems like QuickBooks, attaching a W-9 to the vendor profile means your 1099 process becomes more about review and accuracy, not document hunting. That efficiency adds up quickly, especially for businesses working with a high number of vendors.

How to Store Vendor W-9 Forms in Your Accounting System

Most accounting systems, including QuickBooks, allow you to attach documents directly to vendor records. Using this feature consistently makes 1099 preparation significantly easier.

To store a vendor W-9:

  • Request the completed W-9 from the vendor before or when services begin
  • Save the form electronically using a clear file name that includes the vendor name and date
  • Open the vendor profile in your accounting system
  • Upload or attach the W-9 within the vendor record using the document or attachment feature
  • Review the vendor’s tax information in the system to confirm it matches the W-9

Once attached, the W-9 remains accessible year after year, reducing the need to re-request information during 1099 season.

Why Save Sales Tax Exemption Certificates for Customers

Sales tax exemption certificates are another document that often gets filed away, emailed, or misplaced over time. Storing these certificates in the customer profile keeps them readily available when needed.

This practice supports:

  • Faster responses during a state sales tax audit
  • Clear documentation if questions arise about taxable versus exempt sales
  • More organized, paperless recordkeeping

Having exemption certificates tied directly to the customer record also reduces reliance on individual inboxes or shared folders that may not be consistently maintained.

How to Save Sales Tax Exemption Certificates for Customers

Customer records can also store supporting documentation, which is especially helpful for sales tax compliance.

To save a sales tax exemption certificate:

  • Obtain a valid exemption certificate from the customer before treating sales as exempt
  • Scan or save the certificate electronically using a clear file name
  • Open the customer profile in your accounting system
  • Upload or attach the exemption certificate within the customer record
  • Note any expiration dates or renewal requirements so the exemption stays current

Storing certificates this way ensures documentation is readily available if questions arise or a state audit occurs.

The Bigger Picture: Better Records, Less Stress

Paperless document storage within your accounting system is not about adding complexity. It is about building habits that support accuracy, accountability, and efficiency.

When key tax documents are stored where the related financial data already lives, your records are easier to manage, easier to review, and easier to support when questions arise.

These practices also make collaboration with your CPA smoother. With documents already organized and accessible, conversations can focus on planning and insights rather than gathering information.

Getting Started

If you are not currently attaching W-9 forms or sales tax exemption certificates within your accounting system, start small. Make this part of your vendor setup and customer onboarding process going forward. Over time, this creates a cleaner system with less manual follow-up.

If you would like guidance on setting this up in your accounting software or reviewing your current process, the DBC team is here to help you determine what will work best for your business.

Employee Spotlight: Megan Joseph

Since joining De Boer, Baumann & Company in 2023, Megan Joseph has quickly become a trusted figure on our CAAS team. As a CAAS Manager, she brings both technical strength and a calm, steady approach that helps clients feel confident in where they stand financially and where they are headed next. Megan earned her …

Since joining De Boer, Baumann & Company in 2023, Megan Joseph has quickly become a trusted figure on our CAAS team. As a CAAS Manager, she brings both technical strength and a calm, steady approach that helps clients feel confident in where they stand financially and where they are headed next.

Megan earned her Bachelor’s degree in Accounting from Miami University, where she built the foundation for her love of numbers and problem solving. Today, she works closely with clients across a variety of industries, offering thoughtful guidance, clear communication, and reliable support. Whether she is digging into the details or helping clients see the bigger picture, Megan approaches her work with care, consistency, and a genuine commitment to the people she serves.

Family plays a central role in Megan’s life. She has been married for 36 years to her husband, whom she met while working in Chicago, and together they have two daughters, Jennifer and Carleigh. Megan is also a proud grandmother to her 15-month-old grandson, Julian. When asked about her greatest accomplishment, she points without hesitation to being a mother and grandmother, a role that brings her immense pride and joy.

Outside of work and family, Megan appreciates experiences that create lasting memories. One of her fondest memories is her trip to Thailand, where she had the opportunity to step outside of her every day routine and experience a completely different culture. That sense of curiosity and appreciation for perspective shows up in subtle ways, including how she approaches her work and the relationships she builds.

Megan’s influence can be seen throughout the firm, not just in the work she does but in the way she consistently reflects the values we uphold. Her thoughtful presence and commitment to supporting others help create a culture rooted in trust and collaboration. We’re proud to spotlight Megan and the difference she continues to make every day.

Using QuickBooks to Manage Your Not-For-Profit’s Grants and Donations 

For not-for-profit organizations, effectively managing grants and donations is vital to fulfilling the mission and maintaining trust with donors, grantors, and the community. Yet as funding sources diversify and reporting requirements grow more complex, keeping everything organized can quickly become a challenge.  That’s where QuickBooks comes in. With its not-for-profit specific tools and customizable features, QuickBooks …

For not-for-profit organizations, effectively managing grants and donations is vital to fulfilling the mission and maintaining trust with donors, grantors, and the community. Yet as funding sources diversify and reporting requirements grow more complex, keeping everything organized can quickly become a challenge. 

That’s where QuickBooks comes in. With its not-for-profit specific tools and customizable features, QuickBooks can help your organization track revenue, manage expenses, and maintain compliance with funding requirements, all in one place. 

Why Financial Tracking Matters in the Not-For-Profit World 

Not-for-profits have unique financial management needs. Unlike for-profit businesses, their accounting systems must distinguish between restricted and unrestricted funds, track grant spending by purpose, and produce accurate reports for funders and boards alike. 

A strong financial tracking system helps your organization: 

  • Maintain compliance with grant agreements and donor restrictions 
  • Provide accurate, transparent financial statements to stakeholders 
  • Identify funding gaps and opportunities for improvement 
  • Strengthen long-term sustainability and accountability 

When used effectively, QuickBooks can make these tasks simpler, more efficient, and more reliable. 

Setting Up QuickBooks for Not-For-Profit Success 

QuickBooks offers specialized features that can be customized for not-for-profit operations. Setting it up properly from the start ensures smoother day-to-day management and easier reporting down the road. 

1. Use Classes and Locations to Track Grants 

QuickBooks allows you to use Classes or Locations to separate activities by grant, program, or funding source. This enables you to see how each project is performing financially, monitor spending limits, and prepare reports tailored to funder requirements. 

2. Create a Chart of Accounts That Fits Your Mission 

Your Chart of Accounts should reflect the nature of your not-for-profit’s work. Set up income and expense categories specific to grants, fundraising campaigns, or donor programs. This structure makes it easier to analyze results and communicate financial information clearly. 

3. Record Donations Accurately 

Use QuickBooks’ donation tracking features to record contributions by donor, campaign, or type of support (cash, in-kind, pledges). Integrating donor management tools or platforms like DonorPerfect or Kindful can further streamline the process and reduce manual data entry. 

4. Track Restricted and Unrestricted Funds 

Donor-restricted funds must be tracked separately from general operating funds to ensure compliance and proper reporting. QuickBooks allows you to assign restrictions to income accounts or use sub-accounts to maintain clarity around how funds can be used. 

5. Reconcile Regularly and Review Reports 

Monthly reconciliations ensure that all grant and donation transactions are accurate and up to date. Generate reports such as Statement of Activities, Statement of Financial Position, and Budget vs. Actual to monitor performance and provide updates to your board and funders. 

Leveraging QuickBooks for Grant Compliance 

Grant management requires careful documentation of how funds are spent. With QuickBooks, not-for-profits can easily attach receipts, track program expenses, and generate fund-specific reports to meet grantor requirements. 

By using custom reports, your team can: 

  • Compare actual expenses to approved grant budgets 
  • Track spending by category or funding source 
  • Demonstrate compliance in audits or grant closeout reports 

Having this level of visibility not only simplifies compliance but also strengthens relationships with funders who value accountability and transparency. 

Strengthening Donor Relationships Through Reporting 

Donors and sponsors want to see the impact of their contributions. With QuickBooks’ customizable reporting tools, not-for-profits can generate clear, meaningful financial reports that highlight how donations are being used to advance the mission. 

Sharing timely, accurate reports builds trust and encourages continued support. It also equips your development team with data to demonstrate outcomes and apply for new grants more effectively. 

How De Boer, Baumann & Company Can Help 

Not-for-profit organizations often need more than just software to manage grants and donations effectively. They need financial systems that are thoughtfully set up and supported over time. At De Boer, Baumann & Company, our CAAS team works with not-for-profits to implement, optimize, and maintain QuickBooks in a way that fits their programs, funding sources, and reporting responsibilities.

Whether managing multiple grants, navigating compliance requirements, or looking to simplify day-to-day processes, our team provides practical, hands on support. Our goal is provide organizations with clear reporting, reliable data, and financial systems that allow them to stay focused on their mission and long-term impact.

 

About us

De Boer, Baumann & Company provides professional accounting, tax, and business advisory services to individuals and businesses in West Michigan and the surrounding areas. With expertise in a variety of industries, DBC specializes in comprehensive and innovative solutions to help clients achieve their financial goals.