It’s cheaper to build in efficiency than hire more staff
Who?
GAI Tracking is an outsource option for nonprofit data management, tracking, and impact analysis services.
GAI does not sell software. It pulls data from your existing software programs and combines them into easy-to-understand charts that permit faster analysis and decision making.
What?
GAI offers a variety of personalized data management services that are designed to the specifications for your organization’s requirements.
GAI doesn’t sell multicomponent packages; you only purchase the items you need and expand as necessary.
Why?
Pricing is determined by the NPO’s number of grants, scholarships, employees, donors, special events, etc.
Dashboards and interactive charts are available on your website or other devises. You may provide your chosen password to as many people as you like. GAI does not charge a per person user fee.
GAI Tracking Vs. In-house Monitoring
Q&A Fees
What does it cost?
Fees are based on the number of personalized charts and units ordered. With component pricing, you only pay for what you need. So, if you have 12 grants, you pay less than a nonprofit with 20 grants. Bundling services, such as ordering both grant and donor tracking, can also lower your costs.
A deposit is required at the time of contract to cover setup costs; monthly maintenance charges apply thereafter. GAI outsource fees are comparable, or less costly, than buying software, training/paying staff, and increasing liability from self-monitoring of funds.
Is GAI a subscription model?
No, GAI is a fee-for-service contract; it’s like working with a CPA. In many cases, GAI’s maintenance costs are reduced in year two, while unit costs remain variable since they are based on the number of components needed. If you win less grants, the billing will decrease and vice versa. Subscription models are similar to rental contracts, and the monthly base and user fees usually increase over time.
Do you charge a user fee? How many staff and Board Members can access our system?
No, GAI does not charge a user fee to view and/or access data from your organization’s management system. The charts, stored docs, data, and dashboards are all accessible through your own website; the data is password protected and secure from public view. You may share your password with as many persons as you like.
Our QuickBooks Time app is a separate tool that feeds one or more person’s data into your system. Thus, it has a user fee.
How is QuickBooks Time billed?
QuickBooks Time is a time-tracking and scheduling app owned by Intuit/QuickBooks. It fully integrates with most QuickBooks systems and other accounting software brands. GAI is an authorized representative of QuickBooks Time at the Pro Advisor level. This gives GAI the ability to reduce prices shown on QuickBooks Time’s website. All QuickBooks Time charges appear on your GAI monthly invoice, and you pay GAI directly for QuickBooks Time services.
Is tech support included in the price?
Yes, please contact us if you have a question or need additional services. Best to fill the Contact Us form prior to calling.
How do I order or receive a quote?
Simply fill out the New Client form and submit it. Since GAI uses component pricing, please remember to state quantities needed.
Q&A Services
Can GAI see our financial accounts and transactions?
No, GAI only has access to the data that you send us. While we can transfer data back-and-forth between GAI, QuickBooks Time, and your QuickBooks, or other brand of accounting software, you control the restrictions placed your accounts. All client information is kept secure. Signed confidentiality agreements are available to protect patient and other sensitive data.
How time consuming is it to send GAI our data?
GIA’s goal is to streamline the tracking process and reduce your data management burden. The initial setup takes the most time, depending on how much of your historical data is readily available. It’s best to supply several years of data to show comparisons and analyze trends. To maximize your dashboard’s value, you’ll need to send GAI frequent updates of your data.
How is data transferred to GAI?
Most of the software systems that you own recommend downloading their data to an Excel file for further analysis. Think of GAI as the “further analysis” people. Simply convert your existing software data to an Excel doc and upload it to GAI, using the form on your password protected webpage.
If our organization doesn’t own donor tracking software, can GAI still help us track it?
Yes, simply log your donor names, contact, and gift info into an Excel or Access file and uploaded it to GAI. We’ll help you design the form so it’s compatible with our system. Then, GMI will create an interactive chart and a data list so you can access your information quickly.
If we can create reports in our existing software, do we need the ones from GAI too?
Reports generated by your existing software only pull data from that one system, and it remains in a silo. GAI uses reports from all your software programs and charts it both individually and collectively, so you can see the big picture of multilayered projects or your entire organization.
After the initial data transfer, can we use GAI’s software to input our data?
No, data is not entered directly onto your GAI page; it’s always housed on your computer and uploaded. You may retain your existing software, or, in some cases, GAI can design a simple Excel form, to your specifications, which allow you to cancel some software systems. GAI is not an accounting firm; does not provide financial services; or recommend that you cancel your financial tracking systems.
How often will GAI update our charts?
GAI strives to make updates within 48 hours from receipt of the data, during a business workweek (M-F, excluding holidays). If reporting is time-sensitive, please note that in the comment section on your upload page. If “real time” data is needed on an ongoing basis, GAI could share your files in a cloud format. Additional fees my apply.
How will I know GAI received my data?
You will receive a reply with a conformation number.
Do you make apps?
Yes, GIA offers personalized apps built to your specifications. Dropdowns are often used for faster input. Prices vary by complexity.
Do you track federal grants?
GIA uses QuickBooks Time to verify hours worked when grants include personnel wages or contract labor fees. QuickBooks Time only tracks time (scheduled, project, vacation/sick leave); no salary information is entered or seen. QuickBooks Time meets Federal Department of Labor, USDA, and Defense Contract Audit Agency compliance standards. GAI’s ability to track other government grant activities is determined on a case-by-case basis. Always best if you build the tracking costs into the grant prior to submittal. GAI can supply bids and project descriptions for your proposal attachment.
Can you write the grants for us?
GIA does not write grants. We track post-award activities and expenditures; or pre-award data as a collective list of ones entered, pending, received, award amounts, etc.