Bench Alternatives: Migrating Your Nonprofit to a New System

Wednesday, January 1, 2025

The accounting software company, Bench, shocked their thousands of customers by abruptly shutting down in the last days of December. Soon after, they were quickly acquired by the HR Tech company, Employer.com.

While Bench initially stated that customers would need to find a new bookkeeper in the first several months of the new year, Employer.com swooped in and stated that customers can continue with business as usual, even keeping the same bookkeeper as they previously used with Bench.

With the confusion and stress brought about by this whole ordeal, Bench customers have a decision to make. Some might decide to stay with Bench and trust Employer.com to continue business as usual. However, many frustrated organizations might be concerned about all of the changes and decide to change systems.

If that’s you, there are other options available to help your organization feel comfortable and confident that your bookkeeping and accounting needs are in good hands, especially if you’re a nonprofit. We’re here to walk you through the next steps and some of our favorite Bench alternatives to help get your research started.

Before we dive in, let’s talk next steps if your organization was using Bench to manage your finances.

Next Steps for Bench Users

Between the holidays, the start of a new year, and the upcoming tax season, you may feel like you’re scrambling already. And thinking about new bookkeeping and accounting options doesn’t make things easier. First step: take a deep breath! The process of finding a Bench replacement doesn’t need to feel overwhelming.

There are several important steps you should take to prepare to migrate systems. These steps include: downloading your data, creating a plan for tax season, and evaluating new systems.

Download/Migrate Your Data

The first and most important step to take is to download your financial data from your Bench portal. While the acquisition means you no longer need to worry about losing that data completely, it’s still always smart to have it on hand. This will serve as a backup in case there are any challenges during the migration process

Create a Tax Plan

If your organization wants to change systems before submitting your 2024 taxes, you’ll want to make sure you have a plan in place to make sure you’re able to submit taxes in time and accurately. Some steps you might consider include:

• Find someone to issue 1099s and W2s. These are due at the end of January, so you’ll need to ensure they’re completed as soon as possible. Whether you stay with Bench to complete these, complete them in house, or hire someone else to complete them, make sure you have a plan to complete them.
• Consider filing for a tax extension. For nonprofits, we often recommend filing a Form 8868 to extend the 990 deadline for six months past the initial deadline. This allows for more time to conduct an audit, to ensure reports are accurate, and to correctly file returns. Write down all deadlines in a calendar (including extended deadlines) to be sure you meet them in time.

Evaluate New Systems

The next step your organization will need to take is evaluating new systems. Consider what services were available through Bench that you enjoyed and would like to have with another provider. Then, you’ll want to consider some specific steps to be sure you migrate to a system that will work for your organization.

The last thing you want is to switch to a system that isn’t right for your organization, forcing you to migrate again in a few months. Instead of panic-purchasing a new financial system, take a little time to really consider which one will provide the features you need. The following steps will help:

1. Evaluation: List out the key features that Bench provided your organization and what was especially important or useful. Also, consider their limitations. What features did you wish you had access to?
2. Determination: After you’ve listed out key features, organize them into those features that would be “essential” and those that are “nice-to-have.” This will help you ensure your most pressing needs are met when you consider new systems.
3. Research: Conduct some research to evaluate which systems are out there. Check out their features and compare those features to your list of “essentials.” This will help you make a short list of systems that will meet your organization’s specific needs.
4. Review: Schedule calls and meetings to review the Bench alternatives on your short list. Be sure to use the “essentials,” “nice-to-haves,” and past pain points to develop a list of questions prior to these calls. Take notes during the meetings of key points and answers to those questions. This will help you make your final decision.
5. Consider: Consider your budget. You may have a specific budget set aside for bookkeeping and accounting systems in 2025. Talk to your leadership team to determine the ideal budget size and any available wiggle room for this new system. Note that some organizations will also migrate or implement you into your new system for free! For example, Jitasa migrates nonprofits’ data to QuickBooks Online for free when they sign up for bookkeeping services.
6. Choose: Pick the system that best meets your needs, satisfying both the features you need and any budgetary constraints.

Note: When you’re evaluating your Bench replacement, make sure you consider both your current and future needs. If you have a season of growth in your near future, you might consider upgrading to a more robust system than your current needs dictate.

Jitasa: Best Bench Alternative for Nonprofits

Here at Jitasa, we provide outsourced bookkeeping and accounting services specifically for nonprofit organizations. If your nonprofit previously outsourced your bookkeeping to Bench, Jitasa will be your best replacement option. We offer:

• Access to QuickBooks: We include a subscription to QuickBooks as a part of our services. This means we will help you get up and running with a new system immediately.
• Fully-staffed accounting team: Our global team means your organization will have access to a team member around the clock. Our team-based model also means you have several experts available to answer any of your questions.
• Access to expertise: Jitasa exclusively works with nonprofit organizations. If your nonprofit has a question or concern about bookkeeping or accounting for your system, we’ve probably seen it before! With years of experience in the sector, we have seen just about everything and are happy to answer questions.
• Enhanced internal controls: Safety is and should be a top concern for your organization. We segregate duties, provide control activities, and ensure proper security procedures and policies are in place to establish continuous reliability and security for your financial data.

How is Jitasa Different?

The biggest difference between Jitasa and other outsourced bookkeeping and accounting providers (in addition to our unwavering commitment to excellence) is the fact that we exclusively serve nonprofits.

Nonprofit accounting is unique and requires a team with unique skills to serve these amazing organizations. Whether your organization is local, national, or a chapter to a larger organization, we can help! One of our values is to “serve all,” so we’ll help any nonprofit of any size and any purpose in the United States.

Other Bench Alternatives

Before picking the first option you come across, make sure you evaluate all the options available to your organization. This will help you make sure you find the right solution to meet your particular needs. We’ve included a few of our favorite software solutions for consideration below:

QuickBooks Online

QuickBooks Online provides bookkeeping and accounting tools that are helpful not only for our Jitasa team, but also for small businesses. As many small to mid-sized businesses are among those Bench customers now looking for new solutions, you might consider migrating your needs to QuickBooks.

QuickBooks Online offers features such as:

• Cloud-based accessibility
• Expense tracking and management
• Invoicing and payment processing
• Standard and custom reporting and analytics

As a big name in the accounting world, QuickBooks Online also has many integrations with other solutions, creating seamless workflows.

IES: Intuit Enterprise Suite

If your organization has outgrown QuickBooks Online, you might be more interested in Intuit’s new solution, Intuit Enterprise Suite (IES). This system provides more robust features than those in QuickBooks Online, essentially becoming the older brother between these systems.

IES offers the features available in QuickBooks Online, adding on more robust tools such as:

• Industry-specific customizations, notably for construction companies
• Role-based access permissions
• More extensive projects capabilities
• Multi-entity business accounting and management

While smaller organizations will likely benefit greatly from QuickBooks Online, slightly larger ones or those with more complex needs may gravitate toward IES instead.

Sage Intacct

Sage Intacct offers software for both nonprofits and businesses alike. They tend to have slightly more robust features available than those available with QuickBooks Online, making them more competitive with IES.

This cloud-based solution offers advanced accounting features, automation, and customizable tools to improve financial efficiency and accuracy. Some of the available features include:

• Multi-entity and multi-currency support
• Standard and custom reporting and dashboards
• Compliance and audit support
• Payroll and HR management

Sage Intacct is particularly popular in industries like nonprofits, healthcare, and professional services due to its focus on multi-entity management and robust reporting capabilities.

Local Bookkeepers and Accountants

Another Bench alternative you might consider is a local bookkeeper or accountant. Be sure to compare their offerings with those on your list of essential needs. You might also consider asking them questions about:

• The size of their typical client
• The industries they’ve worked with
• Referrals and references from other organizations

This will help you understand better whether your organization fits in with their experience and expertise.

In-House Bookkeepers and Accountants

Generally, organizations decide to outsource their bookkeeping and accounting because hiring someone in-house is an expensive option. And that remains true! Consider your organization’s size, budget, and plans for growth before determining whether hiring someone in-house will be the best route for your organization.

Wrapping Up

Switching bookkeeping and accounting solutions can be overwhelming and concerning. But with the right plan and some proper research, you shouldn’t worry! Simply take some important steps and conduct your research thoroughly. As you look for a Bench replacement, consider your needs and how each solution you evaluate can account for those needs. Good luck!

Jitasa’s bookkeeping and accounting services are affordable and cater to every nonprofit.

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