The Challenge
Budgeting is more than a numbers game for nonprofits; it’s about directing resources where they can do the most good. The Kenneth Rainin Foundation faced budgeting challenges common to many nonprofits: maintaining accurate, up-to-date financial data to provide actionable insights for department managers. Their spreadsheet- based budgeting process involved sending 11 different spreadsheets to department managers and then linking them together with formulas.
Controller Jerry Taillon described it as “a hamster wheel process,” with spreadsheets sometimes breaking or containing accidental overwrites. Further, budget managers couldn't see budget-to-actuals, access reports, or reforecast budgets if there were unexpected changes mid-year. "We knew we had to get out of spreadsheets," Jerry said.
The Solution
The Foundation chose Martus for its intuitive and user-friendly interface, along with its bi-directional integration with Sage Intacct. Initially, they'd intented to give managers logins for Intacct, but quickly realized Martus was the better choice for non-financial staff. Thanks to permission sets and user controls, department managers are able to securely manage budgets and access key reporting insights anytime.
In addition to budgeting and reporting, the Kenneth Rainin Foundation is now able to reforecast on a regular basis - something that wasn't possible with spreadsheets.
CFO Lauren Webster said Martus not only addressed the organization's core needs, but also provided an experience that set a new standard in software support. “Martus is just in a different league,” said Lauren, noting the efficient onboarding process as well as rapid support response. "It’s like having the smartest person on our team, always ready to help."
This seamless experience ensured a smooth transition from spreadsheets to Martus, eliminating issues with manual processes while also providing more insight than managers could access with spreadsheets.
The Results
Since adopting Martus, the Kenneth Rainin Foundation has noticed several key improvements in their budgeting process.
Enhanced Accuracy and Reduced Administrative Burden: Martus has eliminated spreadsheet errors, freeing the finance team and department managers from tedious fixes and allowing them to focus on strategic planning.
Real-Time Data Access for Informed Decisions: Budget managers now have instant access to live data, allowing them to see budget versus actuals, drill down into individual transactions, and confirm details like paid and pending invoices. This level of transparency is particularly valuable at year-end, as managers need to ensure that every dollar is effectively allocated. "We’re no longer a gatekeeper," said Lauren. "This has been a real goal; putting the information in their hands and making their department information transparent to them."
Improved Forecasting Capabilities: Martus allows managers to adjust budgets mid-year if needed, using real-time data without finance acting as the sole information source. With Martus, budget managers are positioned to make proactive decisions while receiving support from the finance department.
In just six months, Martus has fundamentally changed the way the Kenneth Ranin Foundation approaches budgeting. With more streamlined processes and empowered teams, they are better equipped to direct resources where they’re needed most.
By centralizing budgeting and empowering staff to manage their budgets directly, Martus supports the Foundation in advancing its three central program areas to maximize its impact in the Bay Area and beyond.
