Monthly Service — Worldwide
Every fund tracked correctly — used as intended, reported with confidence.
When restricted and capital funds are managed with genuine care, your institution can accept grants, fulfil obligations to donors, and satisfy regulators without uncertainty about whether each pound or dollar has gone where it should.
What this service delivers
Restricted and capital funds handled with the precision they require.
Restricted & Capital Fund Tracking gives your institution a clear, maintained record of each fund — its balance, its permitted uses, what has been drawn against it, and what remains. Nothing mixed with unrestricted income. Nothing lost in a general ledger that doesn't separate fund types.
The result is an institution that can accept restricted funding with confidence, report to grant bodies accurately, and demonstrate to governors and regulators that every fund has been managed as the donor or funder intended.
Each fund kept separate
Restricted grants, capital funds, and unrestricted reserves tracked in distinct ledger sections so their balances are always visible and never confused.
Expenditure matched to fund rules
Every draw against a restricted fund is checked against its permitted uses before posting, so you're not discovering a compliance issue at year end.
Reporting ready when needed
Fund-level summaries prepared for governors, finance committees, and grant bodies — clear enough to satisfy a formal reporting requirement without additional preparation work.
A familiar challenge
Fund management is where education finance gets genuinely complicated.
Most schools and colleges manage at least some restricted income — a capital grant for facilities, a bursary fund with specific eligibility conditions, a project grant tied to particular activities. Each carries its own rules about what it can and cannot be spent on. Each needs to be reported on separately.
When these funds aren't tracked carefully from the outset, problems tend to accumulate quietly. Restricted income gets spent on general costs. Capital funds are drawn against revenue items. By the time someone looks closely, untangling the position requires a significant effort — and sometimes there's a compliance conversation that nobody wanted to have.
The difficulty is that fund tracking requires consistent, methodical attention. It's not something that can be done once a year and expected to be accurate.
Restricted and unrestricted income mixed together
A general ledger that doesn't distinguish fund types makes accurate reporting very difficult.
Uncertainty about remaining fund balances
Not knowing with confidence what is left in a capital or restricted fund at any given point in the year.
Grant reporting becoming a significant task
Preparing a report to a funder requires reconstructing the fund history rather than summarising a maintained record.
Compliance concerns at year end
Discovering during annual accounts preparation that a restricted fund may have been used outside its permitted scope.
Our approach
Methodical fund accounting, maintained throughout the year.
We begin by understanding the funds your institution manages — each grant's conditions, each capital fund's purpose and any restrictions on its use, the reporting obligations attached to each. That context shapes how we set up and maintain the records.
Each month, income and expenditure is allocated to the correct fund as transactions occur. We don't wait until year end to sort fund allocations from a general ledger — that approach is what creates the compliance risks. Doing it in real time, as the activity happens, keeps each fund's position accurate and current.
Where a proposed expenditure raises a question about whether it falls within a fund's permitted uses, we'll raise it before posting. A short conversation at that point is considerably easier than a correction later.
Fund structure review
At the outset, we map all existing funds, their conditions, and reporting obligations so the tracking framework reflects your actual position.
Monthly income allocation
All income — restricted grants, capital receipts, donations with conditions — allocated to the correct fund ledger as it arrives.
Expenditure compliance checking
Each draw against a restricted or capital fund checked against permitted uses before the transaction is posted.
Fund balance summaries
A clear per-fund summary provided monthly — balances, activity, and projected positions against any spending obligations or grant timelines.
Working together
What this service feels like in practice.
A clear view of each fund at any time
When a governor or funder asks about a fund's current position, the answer is available immediately — not something that requires a day's work to compile.
Compliance maintained proactively
Questions about permitted use are raised before they become problems. The aim is that compliance concerns never arrive as surprises.
Grant reporting made straightforward
When a funder requires a progress report or year-end financial return, the underlying records are already in order. Preparing the report is a summary task, not a reconstruction exercise.
"Restricted funds carry real obligations. The institutions that manage them well are the ones that treat tracking as ongoing work, not an annual task."
— Our approach to fund stewardship
The investment
A monthly fee that reflects steady, careful work.
Restricted & Capital Fund Tracking
$300
per month
- Initial fund structure review and setup
- Monthly income allocation per fund
- Expenditure compliance checking before posting
- Monthly per-fund balance summary
- Restricted fund records for governor review
- Grant reporting support from maintained records
- Queries answered within one working day
Often combined with our bookkeeping service
Fund tracking works best when it's part of the same bookkeeping process — income and expenditure allocated to funds as part of the monthly work, rather than as a separate layer added afterwards. Many institutions take both services together, which allows us to maintain a complete and consistent set of records.
That said, if your general bookkeeping is handled internally or by another provider, we can work alongside that arrangement to focus specifically on fund management. We'll agree on the most practical way to exchange the transaction data we need.
The monthly fee is fixed. Whether a given month involves straightforward grant income or a more complex set of fund movements, the cost doesn't change.
Combining with Bookkeeping & Fee Management?
The two services work naturally together. Contact us and we can discuss a combined arrangement that covers both.
See bookkeeping service →What careful fund tracking produces
The difference becomes clear at reporting time.
The most immediate benefit is visibility. When funds are tracked monthly and separately, the finance committee always knows what each fund holds, what has been spent against it, and whether current spending patterns are on track to meet any grant conditions or spending timelines.
Grant reporting — which can be a significant burden when fund records aren't maintained — becomes a straightforward task. The data exists in organised form. Preparing a funder's financial return is a matter of summarising records that are already accurate, rather than working backwards through the year.
At year end, the restricted fund notes in the annual accounts are prepared from complete, reviewed records. The question of whether each fund has been used correctly has been considered throughout the year, not for the first time in the final weeks.
Months 1–2
Existing fund structure reviewed and organised. Any historical allocation issues identified and addressed. Monthly tracking begins from a clear baseline.
Ongoing
Monthly fund summaries provided. All transactions allocated correctly. Any compliance questions raised promptly. Grant reporting supported from current records.
Year end
Fund notes for annual accounts prepared from complete records. No compliance concerns, no fund reconstruction required. External review proceeds without difficulty.
Our commitment
We approach fund management with the seriousness it deserves.
Restricted funds carry real obligations to donors, funders, and in some cases regulators. We treat that responsibility seriously. When we're uncertain whether a proposed transaction is within a fund's permitted uses, we ask — we don't make assumptions that could create problems later.
We begin with a no-obligation conversation to understand your institution's specific fund structure. Some institutions manage a handful of straightforward grants; others have more complex arrangements with multiple restricted funds, capital programmes, and endowments. We'll be clear about whether our service is a good fit before anything is agreed.
If the format of the fund summaries we provide doesn't match what your governors or finance committee actually find useful, we'll adjust. The purpose is to give you information you can use, not reports that sit unread.
No-obligation initial conversation
We discuss your fund structure and situation first. No commitment required to have that conversation.
Compliance questions raised before they become issues
We flag anything uncertain before posting rather than discovering it at year end.
Honest about scope and limitations
We provide accounting support. For legal or regulatory advice specific to a fund, we'll say so and suggest appropriate resources.
Getting started
A straightforward beginning.
Send us a message
Use the contact form on our home page. Tell us briefly about the funds your institution manages.
We have a conversation
We'll discuss your fund structure, the records you currently hold, and what reporting obligations you need to meet.
Fund structure set up
We review your existing records, map your funds, and establish the tracking framework before regular monthly work begins.
Monthly tracking begins
Regular fund tracking from the agreed date. Monthly summaries provided and compliance maintained throughout.
Restricted & Capital Fund Tracking
Every fund managed as it was meant to be.
If your institution manages restricted or capital funds and you'd like a clearer, more reliable approach to tracking them, we're happy to start with a conversation. There's no obligation to that initial discussion.
Get in touch with ScholionOther services
More ways Scholion can help
Monthly service
School Bookkeeping & Fee Management
Tidy, current bookkeeping for fees, grants, and expenses — kept in order every month so governors always have an accurate picture. $360 / month.
Learn more →Annual service
Annual Accounts & Governor Reporting
Year-end accounts and clear governor reporting, presented in plain language ready for a board meeting. $1,180 / year.
Learn more →