Community, government and NGO
NGO and INGO management software for projects, donors, budgets and beneficiaries
Run projects, track each donor grant against its budget, keep beneficiary records and produce the reports funders and auditors ask for from one system.
Most Nepali NGOs run on the same set of tools: a spreadsheet for each donor budget, a separate file for beneficiaries, scanned vouchers in folders and a long email trail for approvals. It works until a donor asks for a report in a new format, an auditor wants a transaction traced or a project closes and the finance officer leaves. NGO and INGO Management Software from WebsNP keeps projects, grants, expenses, activities and beneficiaries connected in one system.
The software covers project and grant set-up, budgets by line and period, expense entry with vouchers, advances and settlements, activity plans, beneficiary registers, indicators and monthly or quarterly reports. Each grant can have its own budget lines, currency and reporting dates, so one organisation can manage several donors without mixing their money or their rules.
WebsNP builds web software for Nepali organisations, so the system works with Bikram Sambat and English dates, NPR and foreign currency grants, local VAT and TDS practice and a small team of finance, programme and M and E staff. See our project management software for task-focused teams, or message us on WhatsApp for a demo using one of your own projects.
Who NGO and INGO Management Software is for
Local and national NGOs
Organisations that run several small and mid-sized grants and need to keep each donor's budget, reporting and audit trail separate.
INGOs and country offices
Offices that manage partner organisations, sub-grants, field offices and consolidated reporting in Nepal.
Finance and admin managers
People who control vouchers, advances, bank books and budget monitoring and who prepare donor financial reports.
Programme and M and E officers
Staff who plan activities, collect beneficiary data, track indicators and compile progress reports.
Executive directors and boards
Leaders who need a clear view of grants received, funds spent, pipeline and compliance without asking five people for numbers.
Problems it solves
| The problem today | How the software fixes it |
|---|---|
| Each donor has its own Excel budget and nobody has one picture of the whole organisation. | Every grant lives in the system with its own budget lines, but the dashboard shows all projects, total commitments and spending together. |
| Expenses are charged to the wrong budget line or the wrong donor and found only at audit. | Each voucher is coded to a project, grant and budget line at entry, with warnings when a line is over budget. |
| Staff advances remain unsettled for months. | An advance register shows who holds how much, since when and flags overdue settlements before month-end. |
| Beneficiary lists are copied between files and counts differ between reports. | A single beneficiary register is linked to activities and indicators, so the numbers in every report come from the same source. |
| Donor reports take weeks of manual compilation. | Financial and programme data are entered once, and report templates draw from them for monthly, quarterly and annual submissions. |
| When a project ends or a staff member leaves, records are scattered. | All vouchers, approvals and documents stay in the project file, with roles and an audit log. |
Features and modules
Projects and grants
Project details, donors, grant agreements, periods, currencies, locations and responsible staff for every funded activity.
Budget by line and period
Upload or enter donor budgets by line, quarter and year, then compare actual spending and the remaining balance at any time.
Vouchers and expenses
Payment and journal vouchers coded to project and budget line, with supporting document upload and approval steps.
Advances and settlements
Staff and partner advances, due dates, settlement against bills and reminders for overdue items.
Bank and cash books
Bank and petty cash records per grant or account, with reconciliation and balances by project.
VAT and TDS records
Record VAT and TDS on payments as per your practice, with a register for deducted tax to support your filing.
Activity plan and tracking
Plan activities by quarter, assign owners, record completion and link activity cost to the budget.
Beneficiary register
Individuals, households or groups with ward and palika, categories you track and participation in activities, with privacy controls.
Indicators and results
Define indicators, targets and baselines, record achievements and view progress against targets.
Partners and sub-grants
Local partners, agreements, instalments paid, reports received and balances to be recovered or settled.
Reports and donor formats
Budget versus actual, fund position, activity and indicator reports, exportable to Excel or PDF in the layout your donors ask for.
Roles, approvals and audit log
Segregated access for finance, programme and management, approval chains and a log of changes for audit.
Built for how Nepal works
Local currency and foreign grants
Handle NPR transactions alongside grants denominated in other currencies, with exchange rates recorded where your donor requires them.
Bikram Sambat and fiscal year
Dates and reports follow the Nepali calendar and the fiscal year beginning in Shrawan, with donor-year reporting alongside when needed.
Tax records as practice requires
VAT at 13% where applicable, TDS deducted on payments and registers that support your filing. Confirm current rules with the Inland Revenue Department and your auditor.
Registration and council records
Keep registration, renewal, agreements with the Social Welfare Council where applicable and audit dates in one place. We do not claim approval or integration with any government body.
Local geography
Province, district, palika and ward fields for project locations and beneficiaries, matching how Nepali reports are structured.
How we get you started
- Requirements call Message WebsNP on WhatsApp +977 9846280400. We ask about donors, projects, finance process and the reports you must produce.
- Design the structure We agree the chart of accounts, project codes, budget lines, approval levels and beneficiary categories with your finance and programme leads.
- Import and configure Opening balances, active grants and beneficiary lists are loaded, and report templates are matched to your donor formats.
- Pilot on one project One live project runs through the system for a month alongside the old files, and we adjust until the reports match.
- Train and expand Finance, programme and M and E staff are trained, then the remaining projects move over. We support new grants and formats as they arrive.
Get a demo and quote for NGO and INGO Management Software
Tell us about your business and we will reply the same working day with a demo and a clear quote. No obligation.
Chat on WhatsAppOr call / WhatsApp +977 9846280400
Guides: NGO and INGO Management Software
How to Choose NGO Management Software in Nepal
A buyer's guide for Nepali NGOs comparing management software, with the questions to ask about donors, finance, data and support.
Read guide ›Tracking Donor Grants: Budget vs Actual for Nepali NGOs
How NGO finance teams can set up and monitor a donor grant by budget line, handle advances and exchange rates and avoid surprises at reporting time.
Read guide ›NGO Compliance Records in Nepal: Audit, Tax and Reporting
A record-keeping guide for NGOs in Nepal covering audit files, tax registers, renewals and reports, with a reminder to confirm current rules.
Read guide ›NGO Spreadsheets vs Management Software: Cost and Value
When Excel is enough for an NGO, when it starts to cost you more than software and which factors set the price of a system.
Read guide ›Beneficiary Database for NGOs: Setup and Privacy Checklist
A checklist for building a clean beneficiary database that supports reporting and respects the people it describes.
Read guide ›Frequently asked questions
Can we manage several donors with different budget formats?
Yes. Each grant has its own budget lines, period, currency and reporting layout. Expenses are coded to a grant and a line, and reports can be produced for each donor while the organisation still sees a combined view across all grants.
Does it replace our auditor or accountant?
No. The software keeps vouchers, books and approvals in order and produces reports, but your accountant and auditor remain responsible for professional judgement. Many auditors find a clean voucher trail and consistent coding helpful and save time on transaction testing.
Can it record beneficiaries safely?
Beneficiary records can be restricted to specific roles, and sensitive fields can be hidden from most users. You decide which data to collect and how consent is handled under your own policy. We configure access and logs, and the organisation remains responsible for data protection.
Is it suitable for a small NGO with one or two projects?
Yes. A small NGO can use only projects, vouchers, budget tracking and a beneficiary list. Additional modules such as indicators and partners can be added later as the organisation grows.
Can it help with VAT and TDS?
It records tax on payments and produces registers of VAT and TDS so your accountant can prepare filings. Tax rules change, so confirm current requirements with the relevant authority and your auditor. We configure the system as they advise.
Can field staff enter data from the district?
Field staff can enter activity and beneficiary data through a mobile-friendly web screen where internet is available, and many teams collect on paper and enter weekly at the district office. We plan the option that suits your coverage.
Can we export data if a donor wants Excel?
Yes. Budgets, expense listings, beneficiary tables and indicator results can be exported to Excel or PDF. If a donor provides a template, we can arrange a matching export so your team does not retype figures.
How is it priced?
The price depends on users, number of projects, modules, data to be imported and training. We provide a quote after a demo. There is no fixed price list because NGOs differ greatly in size and reporting needs.