Case Study
Caldeer × Accounting For All
How a fast-growing conservation nonprofit tightened processes, gained clarity, and scaled operations with AFA as an embedded accounting partner.About Caldeer
Caldeer is a California-based nonprofit focused on habitat preservation and restoration. The organization partners with forests and reservations across the state to deliver on-the-ground restoration projects and community-led conservation.
In October 2024, Caldeer transitioned to Accounting For All (AFA) to modernize their accounting, strengthen internal controls, and create sustainable processes that could keep pace with rapid growth and multi-source funding.
With 15 chapters spanning California, Caldeer needed better financial oversight. We helped them gain control over chapter-level financial reporting and integrate it into their overall organizational reporting structure. We also improved their visibility into how profitable each chapter’s annual fundraising banquet actually is.
At a glance
- Sector: Conservation nonprofit (California)
- Engagement start: Oct 2024
- Systems: QuickBooks Online, approvals & controls
- Scale: 20+ accounts managed and reconciled
- Programs: Grants, state & federal funding, volunteer-led banquets
The Challenge
Caldeer was growing quickly—but the finance function hadn’t kept up. Processes lived in many places, access to banking was tedious, and approvals for accounts payable needed a scalable structure. With multiple programs, diverse funding sources, and operational complexity, the team needed clarity, consistency, and controls to match their ambition.
AFA’s Approach
AFA embedded as a true partner, mapping current workflows, identifying bottlenecks, and redesigning the finance stack for reliability and speed. We focused on:
- Setting up clear, documented processes for document intake and proprietary information.
- Streamlining bank access to reduce time-to-information.
- Implementing a scalable approval system for Accounts Payable.
- Migrating to QuickBooks Online and aligning chart of accounts with programs and funding.
- Building a cadence for reconciliations across 20+ accounts.
- Preparing and organizing tax filing documentation.
What we delivered
- Modernized finance stack (QBO + structured approvals)
- Standard operating procedures for intake & AP
- Faster, cleaner bank access for authorized staff
- Full-fidelity reconciliations across programs and grants
- Organized tax support and compliance-ready records
Impact
20+
Bank & program accounts managed and reconciled
14,284
Acres treated in Summer 2025 projects supported by improved financial operations
Faster
Approvals, access, and month-end with standardized processes
With tighter processes and reliable data, Caldeer’s leadership can focus on mission delivery—from restoration projects to volunteer-led fundraising—while AFA ensures the numbers are accurate, timely, and decision-ready.
— Shannon, Caldeer
A year of partnership
Caldeer was introduced to AFA through the Renew network. Over the first year, AFA and Caldeer built a collaborative rhythm—combining Caldeer’s vision with AFA’s structure. The result: a finance function that scales with the mission.
Key Stakeholders
- Shannon — Operations lead & process owner
- CEO — Vision & field operations leadership
- AFA Team — Embedded accounting, controls, & reporting
Need structure that scales with your mission?
Whether you’re a growing nonprofit or a complex small business, AFA can build the financial foundation that lets you move faster with confidence. Let’s talk about your goals and how we can help.