Overview

Book Trust invites individual financial professionals and firms with experience supporting small and mid-size nonprofit organizations to submit a proposal for contracted full-service accounting and bookkeeping services. Please see full RFP here.

Send proposals to: 

Sherryl Mestejanot, Operations Manager

S.Mestejanot@booktrust.org

Subject Line: Accounting and Bookkeeping Services RFP Response

Due Date and Time: August 8, 2025 at 4:30pm (Eastern Time Zone)

Selected individual financial professionals and firms will be scheduled for interviews in mid to late August.

Scope of Work/Deliverables

Monthly/ongoing deliverables:

  • General AR/AP services (for donors, vendors, contractors, credit card, etc.).​
  • Monthly financial reconciliation of banks, credit card accounts, and all balance sheet accounts.
  • Grant financial reporting/support for proposals that need financial information.​
  • Other general and customized reporting, including cash flow projections and preparation for quarterly board meetings​.
  • Basic HR support for a fully remote workforce – all within the United States (payroll tax, processing payroll, state registrations based on hiring/terminations)​.
  • Twice monthly management/financial review meetings to discuss month-end results and any outstanding issues, changes, reporting needs, etc.
  • Other ad hoc support as needed (sometimes on a time-sensitive basis).

Annual deliverables:

  • Audit support, including preparation of the vast majority of PBC items.
  • Budget file preparation.

Qualifications

  • Thorough understanding of GAAP and accrual basis accounting.
  • Demonstrated experience with, and knowledge of best practices and procedures for running a finance department of a nonprofit with a $3-$5M annual budget.
  • Familiarity with QuickBooks, vendor payment software (like Bill.com), and payroll systems (like Gusto).

Proposal Requirements

Please include a cover sheet with the following information:

  • Name of financial professional/firm
  • Telephone number
  • Contact person/title
  • Email address
  • Mailing address
  • Website, if applicable

Please provide a narrative, in no more than 5 pages, that outlines the following:

Overview and Qualifications

  • Professional history and scope of practice of the proposed team.
    • Brief overview of each individual’s professional experience, qualifications, and location.
    • Supervisory structure of the proposed team.
  • Information on staff turnover in the past three years, and commitment to continuity.
  • Any connection to Book Trust’s mission.
  • Experience with other non-profit clients of a similar size and scope.

Statement of Work 

  • Proposal to fulfill the Scope of Work/Deliverables.

Cost of Services

  • Proposed fee for the required monthly/ongoing work (as described in the Scope of Work/Deliverables).  Please provide a breakdown of the fee, as applicable, and whether it is a fixed monthly fee or variable based on hours worked.
  • Additional fee structure for annual deliverables.
  • Current standard billing rate for each proposed team member.
  • Information on whatever guarantees can be given regarding price increases in future years.

References

  • Contact information (name and email) for 3 references, including at least 2 non-profit clients, for whom you have provided similar services.

Questions

Please contact Sherryl Mestejanot at S.Mestejanot@booktrust.org with any questions.

To apply for this job email your details to s.mestejanot@booktrust.org

About Book Trust

Guided by the belief that every child should experience the joy of reading, Book Trust is a national early literacy organization working to engage every child in book access, choice, ownership, and joy cultivating literacy-rich communities. We envision a world where every child, especially children from underserved communities, has access to books and discovers the power of reading. Currently serving more than 50,000 students across 12 states, Book Trust acts as an equity game changer, helping students build at-home libraries with books they choose and become life-long learners in the process.