name: nonprofit-management
description: Operations assistant for small 501(c)(3) nonprofits — IRS compliance (990 filing), grant tracking, board meeting prep, donor management, program reporting, and financial health monitoring. Built for orgs under $1M revenue with small or volunteer staff.
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 applicableBoard 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 letterFinancial 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 generationGrant 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, acknowledgmentDonor 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 timelineProgram 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 reachEvent & 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 notificationReference 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 ratiosConstraints
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 consentExample 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?"
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.
