How Mid-Sized Non-Profits Are Using Bill.com to Work Smarter
Published on by Jill Prendergast in Fractional Accounting, Not-for-Profit
When people hear “automation success stories,” they often picture large non-profit organizations with expansive finance teams and highly complex systems. In reality, many of the most impactful gains come from mid-sized non-profits that are growing quickly and need stronger financial controls without overburdening their teams.
For organization in the $3M+ range, Bill.com delivers meaningful value by streamlining accounts payable, improving visibility, and strengthening governance while supporting scalability. The examples below reflect common real-world scenarios seen in mid-sized non-profit environments.
Example 1: Community-based non-profit (~$3M annual budget)
Before implementing Bill.com, this organization relied on a small accounting team and manual invoice routing via email. Department leaders approved expenses inconsistently, checks were printed weekly, and the finance team spent significant time tracking down approvals and reconciling payments during month-end close.
After implementing Bill.com integrated with QuickBooks Online (QBO), invoices were routed through standardized approval workflows based on department and dollar thresholds. ACH payments replaced most paper checks, and transactions synced automatically to QBO.
Key outcomes
- Reduced weekly accounts payable processing time by more than 60%.
- Improved consistency and documentation of approvals.
- Provided leadership with clearer visibility into outstanding liabilities.
For a growing organization, Bill.com helped formalize financial processes and reduce operational friction without increasing headcount.
Example 2: Human services non-profit with multiple funding sources (~$20M annual budget)
Before Bill.com, this organization managed accounts payable through a mix of email approvals, spreadsheets, and manual check runs. Program directors submitted invoices independently, and the finance team struggled to maintain consistent oversight across grants and funding sources. Audit preparation was time-consuming due to centralized documentation.
With Bill.com and QBO in place, the organization implemented program- and grant-based approval workflows. The finance team gained real-time visibility into pending obligations, dual approval rules improved segregation of duties, and all supporting documentation was centralized within the platform.
Key outcomes
- Cut accounts payable processing time by approximately 70%.
- Significantly reduced audit preparation time.
- Strengthened internal controls and compliance across programs.
- Increased confidence among leadership, the board, and external funders.
For a mid-sized organization with complex oversight requirements, Bill.com provided structure and transparency without adding administrative burden.
Example 3: Faith-based or mission-driven non-profit with decentralized leadership ($45M annual budget)
This organization operated across multiple locations with decentralized budget authority. Invoices were reviewed by different leaders depending on location, checks required physical signatures, and limited visibility into approval status often delayed payments. As the organization grew, leadership recognized the need for stronger controls and scalability.
After implementing Bill.com alongside QBO, approval workflows were aligned with organizational structure and spending authority. Leaders could securely review and approve invoices online, ACH payments improved vendor payment consistency, and automated audit trails supported governance and compliance efforts.
Key outcomes
- Improved timeliness and predictability of vendor payments.
- Reduced fraud and error risk through role-based permissions and approvals.
- Increased efficiency for finance staff and operational leaders.
- Scaled financial processes to support continued organizational growth.
For larger, mission-driven organizations, Bill.com delivered the governance and scalability needed to support growth while maintaining strong financial stewardship.
Why this matters for growing non-profits using QBO
For growing non-profit organizations already using QBO, Bill.com often fills a critical operational gap. As transaction volume increases and oversight requirements become more complex, manual invoice handling and informal approval processes can quickly strain internal teams. Bill.com helps formalize approvals, streamline workflows, and strengthen the internal controls auditors and funders expect to see, all without introducing unnecessary administrative complexity.
At the same time, Bill.com enables secure, modern electronic payments while keeping accounting records accurate and fully synchronized with QBO. This combination allows finance teams to maintain control and visibility as the organization scales.
You don’t need a large finance department to benefit from automation. In fact, for lean teams supporting growing organizations, the impact of standardized workflows and real-time visibility can be significant.
Bottom line
For growing non-profits running on QBO, Bill.com makes it possible to operate with the efficiency, transparency, and controls of a much larger organization. The result is faster processing, stronger governance, safer payments, and reduced administrative burden for finance teams and organizational leadership.
If you have questions about whether Bill.com is the right fit for your organization or want help evaluating your current accounts payable process, we’re here to help. Contact us today to schedule a free consultation with one of our fractional accounting pros, who can help you assess your options and design a solution that supports both day-to-day efficiency and long-term sustainability.
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