Make it stand out
Case Study
Our partner is a mid-sized not-for-profit organization in Vancouver, BC providing mental health counselling, primary care support, and community outreach services. Over the last five years, demand for services surged while funding sources became more complex. With multiple programs, diverse funders, and rapid organizational growth, HCWS struggled to maintain financial clarity, consistent reporting, and a sustainable operating model.
By early 2024, their leadership team realized they needed more than basic bookkeeping—they needed a finance partner who could bring structure, strategy, and clarity. HCWS engaged Health Crunch’s Prosper Package to rebuild their finance function from the ground up.
Challenge
HCWS faced a range of issues commonly seen in growing not-for-profits:
1. Program Budgeting & Grant Complexity
Each program had its own budget, reporting style, and submission timeline. Leadership lacked a master organizational budget and had no unified way to compare program performance or funding gaps.
2. Funding Unpredictability
Multi-year grants, annual grants, project-based funding, and donations all had different requirements. Cash flow was inconsistent and difficult to forecast, creating stress around payroll and service continuity.
3. Fragmented Financial Reporting
Board reports were inconsistent. Funder reporting was time consuming and often required manual work. Leadership didn’t have a clear picture of program cost recovery, true costs, or which programs were subsidizing others.
4. Little Financial Control & Oversight
There were gaps in approval workflows, documentation, and system structure. Key processes—including AP, payroll, and reconciliations—weren’t standardized, increasing risk and administrative burden.
5. No Dedicated Strategic Financial Leadership
The organization relied on a part-time bookkeeper and a very stretched Director of Operations. There was no CFO-level insight guiding growth, sustainability planning, or risk management.
Solution: Health Crunch’s Prosper Package
HCWS implemented Health Crunch’s Prosper Package, a fully outsourced finance department including bookkeeping, controller oversight, fractional CFO leadership, program budgeting, funder reporting, and organizational forecasting.
Program-Based Bookkeeping & Fund Tracking
Built a system in Xero to track revenues, expenses, and commitments by program, funder, and service line for true cost visibility.
Accounts Payable & Compliance Support
Streamlined payroll processing, T4s, ROEs, CRA remittances, and AP workflows with consistent approvals and documentation.
Board-Ready Financial Reporting
Monthly reporting packages with:
• Program-level P&L Forecasts: Updated monthly to year end
• Finance committe & board packs with presentation at meetings
• Variance explanations
• Grant utilization summaries
• Cash flow forecasting and on-going analysis
• KPIs tied to mission delivery
Fractional CFO Leadership
Guided leadership through scenario planning, grant strategy, organizational design, compensation modeling, sustainability planning, and board education.
Funding Strategy & Scenario Modelling
Developed multi-scenario funding models to assess impacts of grant changes, new programs, and staffing expansions.
Technology & Workflow Optimization
Implemented:
• Dext for receipts & document Management (paperless)
• Plooto for AP and contractor payments
• Reach Reporting for board packs and efficient reporting
• standardized month-end checklist
• Approval workflows and policy refinement
Controller-Level Oversight
Supervised the accounting function, improved internal controls, and established clear documentation for audits and funders.
Implementation
The organization was onboarded in May 2024 through Health Crunch’s structured NFP transition process:
Initial Assessment
Reviewed all programs, grants, reporting obligations, financial workflows, and technology. Identified gaps in cost allocation, budgeting, cash planning, and compliance.
System Rebuild
Rebuilt their chart of accounts, created program tracking categories, restructured payroll coding, and implemented consistent AP approval processes.
Strategic Budgeting
Created a unified master budget connected to each program, including restricted vs. unrestricted funding and true cost analysis.
Rolling Forecasting
Implemented a rolling 12-month organizational forecast with program-level adjustments, grant timing, and staffing scenarios.
Ongoing Support
Provided weekly finance check-ins, monthly reporting packages, quarterly strategic reviews, and funder submission support.
Value-Added Support
Time Savings
Budgets, funder reports, and month-end processes were standardized and faster, freeing leadership to focus on community impact rather than spreadsheets.
Cost Efficiency
Avoided a full-time finance team (CFO + Controller + Bookkeeper) worth approximately $250,000 annually, replacing it with a fractional team for a fraction of the cost.
Program Clarity
Program-level reporting revealed which services were sustainable, which required advocacy for better funding, and where strategic adjustments were needed.
Board Confidence
For the first time, the board received clear, consistent, and actionable financial packages. Decision-making improved dramatically.
Compliance Strength
CRA filings, payroll, grant tracking, and audit prep were handled reliably and on time. The organization avoided several potential penalties and reduced audit hours.
Strategic Agility
The leadership team had visibility into the financial realities of each program and could plan staffing and service expansion with confidence.
Staff Empowerment
Health Crunch trained managers to understand program budgets, enabling more ownership and alignment across the organization.
Results
By early 2025, HCWS saw significant transformation:
Operational Efficiency
Reduced month-end close time from 20+ days to 10 days.
Financial Clarity
Program-based reporting gave leadership 100% visibility into costs, funding, and sustainability.
Funding Readiness
Successfully renewed three major grants and secured a new $1.2M multi-year agreement supported by Health Crunch’s reporting.
Cash Flow Stability
A rolling forecast and improved grant timing created predictable, stable cash flow for the first time in years.
Sustainable Growth
Leadership now confidently plans service expansion, staffing, and new partnerships based on clear financial strategy.
Client Testimonial
“Health Crunch’s Prosper Package changed everything for us. They didn’t just fix our books, they gave us clarity, strategy, and confidence. Our board, staff, and funders finally have the financial insight we’ve needed for years. We are making better decisions, serving more people, and planning sustainably thanks to their leadership.”
— Harbour Community Wellness Society, Victoria, BC