Transparent Accounting and Donations for a Specialized Medical Center

The challenge

Donations and finances were handled manually, with three main consequences:

• Donation receipts took two to three days to issue.
• It was hard to show donors and auditors how restricted funds were spent.
• Finance and HR kept separate records, so payroll and reporting needed repeated manual reconciliation.

Our solution

ExtraMile implemented Odoo accounting and HR, and built a custom donations module on top. Key components:

• Donor records linked to each donation, fund and spending restriction.
• Automatic receipts generated at the time of donation.
• Payroll posted directly to the accounts.
• Fund-level reports giving a clear trail from donation to expense.

How we delivered it

• Weeks 1–2: requirements and chart of accounts, including fund structure.
• Weeks 3–7: configuration, donations module development and data migration.
• Weeks 8–10: training, a parallel run for one month-end, and go-live.

Project team: 1 project manager, 1 implementer and 1 developer.

Results

After the first full quarter on the new system: donation receipts are issued the same day instead of in two to three days, the monthly financial close dropped from 12 days to 4, audit preparation takes about 50% less time, and payroll processing went from two days to about three hours.

Measurable results

Our donors and auditors can now see exactly where every contribution went. The team spends its time on patients, not on reconciliations.

Finance Manager, specialized medical center