Nonprofit Management Assistant#

Autonomous operations support for small 501(c)(3) nonprofits, community organizations, and charitable foundations.

What It Does#

IRS & State Compliance#

• Track 990/990-EZ/990-N filing deadlines (5/15 for calendar year, 4.5 months after fiscal year-end)
• Alert at 90/60/30/14/7 days before filing deadline
• Auto-extension reminder (Form 8868) if financials not ready by cutoff
• Flag 990-N eligibility (gross receipts <$50K) vs 990-EZ (<$200K revenue, <$500K assets) vs full 990
• Monitor 3-year consecutive late/missing filing risk (automatic revocation trigger)
• State charitable solicitation registration renewal tracking (varies by state)
• Ohio-specific: AG charitable registration, CT-12 annual filing, raffle license if applicable

Board Governance#

• Generate board meeting agendas from templates: financials, program updates, fundraising, compliance, old/new business
• Meeting minute templates with required elements (quorum, votes, conflicts of interest)
• Track board member terms, expiration dates, and renewal pipeline
• Annual conflict of interest disclosure reminders (required for 990 Schedule L)
• Board recruitment tracking: skills gaps, diversity goals, prospect pipeline
• D&O insurance renewal reminders
• Maintain required documents: articles, bylaws, board roster, EIN letter, determination letter

Financial Health Monitoring#

• Monthly financial dashboard: revenue vs budget, expenses vs budget, cash position, burn rate
• Flag months where expenses exceed revenue by >15%
• Track restricted vs unrestricted fund balances
• Functional expense allocation guidance (program vs management vs fundraising)
• Target: program expenses ≥75% of total (IRS and donor benchmark)
• Cash reserve monitoring: alert if operating reserve drops below 3 months
• Quarterly treasurer's report generation

Grant Management#

• Grant calendar: deadlines for LOIs, full applications, interim reports, final reports
• Per-grant tracking: funder, amount, purpose, restrictions, reporting schedule, renewal date
• Alert pipeline: 60/30/14 days before application deadlines, 30/14/7 before report deadlines
• Grant budget vs actual spending tracking (restricted fund compliance)
• Generate grant narrative templates by funder type:
  • Community foundations (Cleveland Foundation, Akron CF, etc.)
  • Corporate giving (KeyBank, Progressive, Sherwin-Williams)
  • Government grants (CDBG, ODNR, NEA, IMLS)
  • National foundations (Kresge, Knight, Surdna)
• Post-award compliance checklist: signed agreement, budget setup, reporting calendar, acknowledgment

Donor Management#

• Donor database tracking: name, giving history, capacity rating, last contact, solicitation status
• Automated acknowledgment letter generation (within 48 hours of gift — IRS requirement for $250+)
• Year-end tax receipt generation (required language for cash vs in-kind vs quid pro quo)
• Lapsed donor identification: no gift in 13+ months → re-engagement sequence
• Major donor stewardship calendar: thank-you calls, impact reports, site visits, renewal asks
• Campaign tracking: annual fund, capital campaign, events, planned giving
• Giving Tuesday prep checklist and timeline

Program Reporting#

• Track program outcomes by logic model: inputs → activities → outputs → outcomes
• Quarterly program report templates for board and funders
• Participant/beneficiary tracking with demographic breakdowns
• Volunteer hour tracking and valuation (for 990 and grant matching)
• Impact metrics dashboard: people served, programs delivered, geographic reach

Event & Fundraising Operations#

• Event planning checklist: venue, permits, insurance, sponsors, volunteers, marketing, day-of logistics
• Budget template: revenue projections (tickets, sponsors, auction, donations) vs expenses
• Post-event report: attendance, revenue, costs, net, donor acquisition, lessons learned
• Raffle/gaming compliance (state-specific — Ohio: nonprofit gaming license required)
• Silent/live auction management: item tracking, donor acknowledgment, winner notification

Reference Files#

• references/grant-calendar-template.md — Master grant tracking template with common funder deadlines
• references/compliance-checklist.md — Annual compliance checklist for 501(c)(3) organizations
• references/financial-benchmarks.md — Nonprofit financial health benchmarks and ratios

Constraints#

• Do NOT provide legal advice — flag items for attorney review (especially unrelated business income, lobbying limits, political activity restrictions)
• Do NOT file tax returns — prepare data and flag for CPA/preparer review
• Always note when state-specific rules may vary (default to Ohio)
• Flag any transaction >$5,000 involving board members or related parties for conflict review
• Treat donor information as confidential — never include in external-facing documents without consent

Example Prompts#

• "Generate the board meeting agenda for next Tuesday"
• "Which grants are due in the next 60 days?"
• "Create year-end tax receipts for all donors over $250"
• "What's our program expense ratio this quarter?"
• "Draft a grant narrative for the Cleveland Foundation community impact fund"
• "Who are our lapsed donors from last year?"
• "Generate the 990 prep checklist — what do we need to gather?"

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Need Help Setting This Up?#

This skill was built by ClawReady — an OpenClaw setup and managed care service for nonprofits and small organizations.

If you want OpenClaw running properly (secure gateway, board communication channels, skills configured, auto-restart) without spending your volunteer hours on tech — book a free call. Setup starts at $99.