Xero Accounting Setup and Workflow Design

We would like support configuring Xero for a small nonprofit that is transitioning into independent operations. The project would include setting up a nonprofit chart of accounts, grant and contract tracking structure, expense categories, documentation templates, reporting templates, simple monthly bookkeeping workflows, and guidance for reflecting payroll activity from Gusto in Xero.

Because we are also developing earned revenue streams, including a product for sale and other fee-for-service offerings, we would like the system to be able to track both contributed and earned revenue clearly. We would also appreciate written workflow documentation and a short training session for the executive director or designated staff so we can maintain the system until we are able to hire ongoing bookkeeping support.

A clean, funder-ready accounting system will help Peacemakers’ Alliance track restricted and unrestricted funds, monitor grant and contract budgets, distinguish contributed and earned revenue, generate accurate reports, and prepare tax-ready records. This will protect limited staff capacity and strengthen our ability to steward public, philanthropic, and earned revenue responsibly, allowing our team to focus more fully on empowering incarcerated and formerly incarcerated people through social-emotional learning, peacebuilding, and nonviolent conflict resolution skills.

We have chosen Xero because it aligns with the bookkeeping firm we hope to work with once we have funding, and we want to build our system correctly from the beginning. We currently use Gusto for payroll and would like support thinking through how payroll records should be reflected in Xero. Staff leadership is ready to collaborate with the volunteer, provide access to relevant records and current budget materials, and implement the documented workflows after training. We can also clarify timelines, priorities, and sample reporting needs during the initial project conversation.