Nonprofit Year-End Reporting Checklist: What to Prepare Before Closing the Books

Wrapping It Up Right: Reports Your Nonprofit Should Tackle Before Fiscal Year-End

The end of your nonprofit’s fiscal year is kind of like that moment at the end of a long road trip—you’re proud of how far you’ve come, you’re definitely a little tired, and now it’s time to unpack the car (aka your data), sort through everything, and make sure nothing important got left behind.

Whether your fiscal year ends in June, December, or somewhere in between, now’s the time to pull together the reports that matter—for your board, your donors, and yes, the IRS. So, let’s take a breath, roll up our sleeves, and go over the essential reports that will help you close out strong and start fresh.

1. Let’s Get the IRS What It Needs (So They Don’t Come Knocking)

Ah, Form 990 season. It’s like tax season, but with more public scrutiny! This annual filing is more than just a requirement—it’s a chance to show the world (and your funders) that you’re doing good work and handling your finances like a pro. Depending on your size, you might file a 990-N, 990-EZ, or the full 990.

And don’t forget:

• Some states require annual charitable registration renewals or additional reports.

• Missing your 990 three years in a row = automatic revocation. (Oof.)

Even if you’re not filing tomorrow, now’s the perfect time to start gathering the info—financials, board lists, and those feel-good program stats.

2. Financial Statements That Actually Make Sense

You’ve been tracking all year long (or catching up all at once—no judgment), but now it’s time to pull it together. Your Balance Sheet (Statement of Financial Position) and Income Statement (Statement of Activities) tell the story of your year.

This is the data your board will want to see, and it’s also great for sharing high-level summaries with funders or partners. Make sure your:

• Fund balances are accurate (especially those restricted funds!)

• Accounts are reconciled

• Any big swings in income or expenses are explained

Bonus points if you turn it into a pretty infographic for your annual report.

3. Donor Reports: Time to Say Thank You Like You Mean It

Year-end is the perfect time to show your donors some love. Whether they gave $5 or $5,000, they want to know their gift mattered.

Consider pulling:

• Contribution summaries for tax purposes

• Personalized updates (especially for major or recurring donors)

• Endowment performance snapshots for any donor-directed funds

A little gratitude goes a long way—and it lays the groundwork for future giving.

4. Budget vs. Actual: Let’s See How It Shook Out

This report is your reality check. Did revenue line up with projections? Were expenses higher in one area but lower in another? No shame here—budgets are living documents, not psychic predictions.

Use this report to:

• Learn what went well and what didn’t

• Help next year’s budget be more accurate

• Spot areas where spending or fundraising can be adjusted

This is also a great one to review with your leadership team so everyone’s on the same page heading into the new year.

5. Show Me the Impact: Program Reports That Speak Volumes

Don’t just lead with numbers—show the why behind the work. Pull together your program impact data so you can pair it with your financials. Think:

• Who did you serve?

• What changed for them?

• What stories can you share?

Even if you’re not creating a full annual report, this is powerful information to include in grant applications, donor communications, and board presentations.

Closing Thoughts (and a Little Cheer)

Fiscal year-end reporting doesn’t have to be stressful—it can actually be a great moment to pause, reflect, and recognize how far your organization has come. These reports aren’t just about compliance; they’re about celebrating your impact, building trust, and setting yourself up for another amazing year.

If you’re feeling overwhelmed or just want to make better use of the tools you already have, I’d love to help. Whether you're ready to streamline your systems or curious about what tools like Reporting Xpress can do, I’m here for it.

Let’s make your data work for you—not the other way around. 😊