2016 Review of Aplos Fund Accounting

Potential Limitations
• Reporting options are limited
• Rapidly growing nonprofits could outgrow the product

BASIC SYSTEM FUNCTIONS: 4.5 Stars Aplos offers three package options depending on the needs of the organization that allows users to scale as they grow. Entirely cloud-based, with no product installation required users can be up and running in minutes by simply creating a user login and password. Aplos offers easy system navigation, with tabs on the left side of the screen offering access to system functions such as the system Dashboard, Settings, Contacts, Reports, Donations, and E-File options.

Aplos contains full fund accounting capability, as well as complete AP and AR functionality as well. Aplos also offers Bank Integration, allowing for quick transaction entry and easier bank reconciliation. The Chart of Accounting included in Aplos is completely customizable, allowing users to set up accounts to suit their needs. With Advanced Accounting, users can also create account segments or groups for faster customized reporting. The user interface allows new users to easily navigate the system, with related tabs found throughout the product for easy navigation to additional product areas.

Aplos offers new users a series of webinars designed to assist with system setup. Standard and Advanced versions of Aplos allow users to manage donations easily and create contribution statements. Aplos also offers a donor management module that can be added to any package for integrated donor relations and email. Aplos runs on both Windows and Mac platforms, and is compatible with most Internet browsers.

CORE NFP/FUND ACCOUNTING CAPABILITIES: 4.5 Stars

Aplos allows users to choose to customize their chart of accounts or simply use the default chart of accounts included with the product. Aplos allows users the flexibility to add additional funds when needed; with all system funds assigned a unique color for easy system tracking. Multiple transaction types such as Journal Entries, bill payment, bank reconciliation entries, and payment posting are easily processed. Users can easily see the number of donations received and average donation amounts.

The Budgeting feature in Aplos allows users to easily track all organizational budgets separately and Advanced Accounting allows users to create a budget by fund. Income and expenses for each fund can also be tracked separately as well. Users can also create budgets that compare current budget to actual totals and create budgets for multiple years. While budgets in Aplos are basic in design, users can easily export budget detail to Excel to create a more robust budget. .

All fund accounts set up in Aplos are classified as Equity accounts, and assigned a specific color for easy tracking of all activity associated with each particular account. With Advanced Accounting users can also use tags to track activity by campaign, department, project, or a custom parameter. The Contributions Management feature found in the Standard and Advanced versions allow users to track both online and manually entered donation amounts, track special gifts, manage recurring donations, and customize automatic emails, so donors will receive a custom email with each donation.

The Donor Relations module offers a complete contact database of all donors including at donor CRM that offers features such as schedule reminders, the ability to run email campaigns, and track and monitor all donor communication. An included User Activity Log tracks all system usage, and Cloud-based technology allows users to access Aplos from just about any type of device from any location.

MANAGEMENT FEATURES: 4 Stars

The Aplos Dashboard provides users with a quick overview of vital nonprofit data include number of active donors, total online donations, online donation units, and active recurring donors. The dashboard was updated in 2015 to be customized with the user’s preferred financial metrics. It also shows important recent activity, and quick links to popular tasks for easier navigation. Other features within Aplos can also be easily accessed directly from the system dashboard.  

Aplos allows managers to easily set up varying system access levels by assigning system access to each employee. Access levels include Manager, Accounting Manager, Donations Manager, Auditor, Accounting Auditor, Contact Manager, and Donor Relations Manager. Each of these levels offers varying access to the system. Accountant users can also use the Oversight module to easily access the books of multiple clients. All system data is stored on secured servers, with Aplos backing up the servers on a regular basis.

The Accounts Receivable module offers a snapshot of total invoices due aby aging, and invoices can be set up as a template for easy future processing. Users can upload attachments, such as receipts, and link them to transactions to make it easier to share records with auditing accountants or supervisors. Users can easily track fundraising totals using a variety of forms that can be linked to donor campaigns, social media events, or other program outreach events. Multiple donations can be quickly entered using a batch system, and users can easily create yearly donation statements to donors as needed.

FINANCIAL STATEMENTS & REPORTS: 4.5 Stars

Nonprofit specific reports such as Statement of Financial Position, Statement of Activities, and Statement of Functional Expenses are available in Aplos. Other standard reports are also available including standard general ledger reports. Report modifiers are available to create the report needed, and users can easily enter a specific data range or other criteria to create a custom report. Advanced Accounting also includes more flexible reporting options that can be personalized to the organizations needs and include Form 990, Department, Campaign and Project reporting. All reports can be exported as a CSV file or as an Excel spreadsheet for further customization as needed. Users can also add custom organizational logos to any report, as well as a custom report name.

INTEGRATION/IMPORT/EXPORT: 4.5 Stars 

With the addition of the new API offered by Aplos, users can now link their data with third party donor management or church management software for additional functionality. Advanced accounting also allows batch imports of transactions and contributions and automation of regularly recurring transactions for faster entry. All system reports can be saved in the system, or exported in CSV or Excel spreadsheet format. All modules completely integrate, with users able to start out with a basic version of Aplos and add additional features and functionality as needed. Cloud-based, users can access the system from any location, and accountants and CPA’s can be assigned user names in order to easily access data at any time.

HELP/SUPPORT: 5 Stars
Aplos offers good Help functionality throughout the product, with an interactive question mark available that will take you to a chat box where users can access Aplos support staff. Users are provided with free-15-day access to the product, with the option to purchase the software at the end of the trial period. System support is included in the regular monthly cost of the software, and the Aplos Academy offers various webinars and other training tools.

SUMMARY & PRICING

Aplos offers several discounts to new and smaller nonprofits. For instance, nonprofits formed in the past year can request six months free, and those with less than $50,000 in annual revenues can qualify for a 30% discount. The Starter version of Aplos runs $25.00 per month, with users able to save 10% if the subscription is paid annually. The Standard version is $40.00 per month or $55 per month with multiple users. The Advanced version is $120.00 per month or $200 per month with multiple users. Affordable for even the smallest nonprofit, Aplos allows users to be up and running in hours not weeks.

2016 Overall Rating: 4.5 Stars