Global Health NGO manages donor-funded programmes across four countries, each with its own reporting template, currency, and audit expectations. Reporting had become a monthly scramble across spreadsheets and email threads.
After consolidating onto VEPSuite, the finance and programme teams now work from one source of truth for grant allocation, spend, and evidence.
Key takeaways
- Reporting cycle reduced from ten days to four
- Donor-specific budgets tracked in one place
- Field teams submit evidence against the same templates
- Audit requests answered from a single trail
The challenge
Each country office kept its own version of budget vs actual. Consolidation meant chasing numbers by email and rekeying them into donor formats.
When auditors asked for supporting documents, the team spent days reconstructing the story.
What changed with VEPSuite
Grant funding, allocations, and project spend now live in a shared structure. Field teams submit reports and attachments through reusable templates, and finance reviews them in the same system.
Because transaction detail links to supporting evidence, audit questions are answered directly from the trail.
- Standardised donor reporting templates
- Multi-currency project spend in one view
- Evidence attachments linked to submissions
- Role-based access across country offices
Results after two quarters
The monthly reporting cycle dropped from ten working days to four. Leadership receives summaries without manual consolidation, and donor submissions go out earlier and cleaner.
