BadgeOut for Nonprofits
Audit-ready timekeeping for grant-funded teams.
BadgeOut gives your whole team one place to log hours by grant, review them, and show every funder where the time went.
30-day free trial. No credit card required.
Awards and programsEvery hour on record, funded or not.
Each award is a project with its own award period and codes. Staff get the codes for the awards they work on, so hours cannot land on a grant that does not fund them. Admin, fundraising, and leave go on indirect codes, granted by role rather than by award, so the whole week is on record.
- Assignments per person per award, each with a start date and an hours allocation
- Direct and indirect hours split on every export
- Hours used on each award, updated as timesheets are approved
Automatic error detectionCaught before it becomes a finding.
Comprehensive checks run over the whole timesheet as hours go in: overtime, weekend work, missing workdays, short days, and more. Your staff see the count on their own timesheet and fix each one before a supervisor ever does.
- Each flag names the rule and the day, with the threshold when one applies
- Thresholds follow each employee's FTE, so part-time staff are not flagged for short weeks
- Tune every rule: threshold, severity, on or off
BadgeOut RatingPlus planRated by AI. Decided by you.
The BadgeOut Rating is an AI first pass over every submitted timesheet: hours, codes, anomaly flags, and the employee's own history. Each one gets a verdict (Looks correct, Needs a look, or Likely issue) with the reasoning behind it, so a supervisor with three programs to review knows where to start.
- Compares each timesheet to the employee's own approved history
- Weighs hours, codes, and flags together, not one rule at a time
- Never approves, rejects, or blocks on its own. You remain in the driver's seat.
ReportsHours by award, without the spreadsheet.
Standard reports run for any date range and export as CSV or Excel. On Plus, the same engine builds your own: choose the columns, group by award, code, or person, filter to the rows you need, and save it to run again.
- Spend Summary, Project Burn, Utilization, and more, ready to run
- Hours by person and by code, in CSV or Excel, to reconcile payroll against
- Custom reports on our Plus plan, with your custom fields as columns
Part-time staffSet the FTE once. Everything else scales.
Record each employee's Full-Time Equivalent (FTE) once. Expected hours, leave accrual, available hours, and anomaly thresholds all follow it, so a 0.6 FTE program coordinator is never flagged for a short week and a 0.5 FTE accrues half the full-time rate without a separate policy.
- Leave balances written down at every approval, for every leave type
- Federal holidays alongside your own
- Scheduled leave on a shared team calendar
Award spend alertsPlus planEvery award's burn, before the report is due.
Track the total award, the amount obligated so far, and each modification per award period. BadgeOut recomputes spend at every approval and, the moment it crosses a threshold you set, your admins get an email and an alert in the app. An alert stays on record until someone acknowledges it.
- Thresholds set once for the organization, or per award period
- Total award and obligated funds tracked separately
- Acknowledge each alert with a note; the record stays
And the rest of the job, handled.
- QuickBooks Online
- Approved hours and invoices sync to your customers and service items.
- Audit trail
- Each entry and edit recorded with who, when, the old value, and the new value. A change to saved hours carries its written reason.
- Timesheet periods that match payroll
- Weekly, biweekly, semimonthly, or monthly timesheets, each with a cutoff your staff can see coming.
- Automatic reminders
- Nudge whoever has not submitted their timesheet, a set number of days before the cutoff.
- Unlimited awards and admins
- Price is per seat. Projects, charge codes, and admins are unlimited.
- Sign in with Google
- Your team signs in with the accounts they already have. Email and password works too.
Questions & answers
Not on its own. 2 CFR 200.430 judges your whole system: written policies, training, and how your staff actually use the tool. BadgeOut supplies the record it asks for. Hours are recorded by day against the award or activity worked, admin and fundraising included, so each person's whole time is accounted for. Supervisors review and approve after the fact. Every change to saved hours carries a written reason. A closed timesheet period reopens only with a documented reason. And all of it exports for your auditor.
Yes. A day's hours can be spread across any number of codes, and each code belongs to one award, program, or indirect pool. Reports and exports sum hours by code, so the split is a report, not a spreadsheet.
No. Timesheets run on your pay period (weekly, biweekly, semimonthly, or monthly), with a cutoff and automatic reminders ahead of it. Each day's hours are recorded against that day, and every entry is timestamped when it is made. The gap between the work and the record is always visible. Daily entry is a policy for you to set; the closer the entry is to the work, the less there is to reconstruct later.
Under Uniform Guidance, yes. It expects records that account for all of a person's compensated time, exempt or not. An award's share of someone's effort is their hours on that award over their total hours, so the total has to be there. BadgeOut records hours by code for everyone, so that share comes from the record rather than from the budget. Anomaly thresholds are yours to set, so a team of salaried staff can raise the overtime threshold or switch that rule off.
On Plus, add custom fields to charge codes (funding source, cost center, award number) and use them as columns in exports and custom reports. On Starter, put the funder in the code name; exports carry it. Cost-shared or matched effort goes on its own code, so its record looks exactly like the record for direct charges.
They request an edit with a written justification. By default the timesheet unlocks right away. Turn auto-approve off and an admin has to approve the request first. Either way the request, the reason, the old value, and the new value all land in the audit trail. An admin can also make the correction on the employee's behalf, and that is logged under both names.
Yes. Every employee has an FTE, and expected hours, leave, and anomaly checks scale to it. Someone at 0.25 FTE is not chased for 40 hours.
Export the audit trail as CSV, Excel, or JSON for any date range and set of event types. The Entry-Level Detail export gives one row per timesheet entry with status, approver, and timestamps. The data is yours; export it whenever you like.
$8 per seat per month on Starter. There is no separate nonprofit rate; $8 per seat is the list price for everyone. Plus ($99 per month plus the same $8 per seat) adds award spend alerts, BadgeOut Rating, bulk approvals, custom fields, and custom reports. The 30-day trial needs no credit card.
An AI first pass on every submitted timesheet. It reads the hours, the codes, the anomaly flags, and the employee's own history and gives the reviewer one of three verdicts with a short reason: Looks correct, Needs a look, or Likely issue. It never approves, rejects, or blocks anything; the reviewer decides. Rating is included on Plus.
Still have more questions? Get in touch with our team.
Have the records before anyone asks for them.
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