In this guide, we’ll break down the basics, helping you understand the key elements of financial statements and how to use them to make smart, informed decisions for your charity.

1. What Are Financial Statements?

Financial statements are formal records of an organisation’s financial activities. They provide a snapshot of their financial health, showing income, expenses, assets, and liabilities. These statements are crucial for effective financial management, enabling you to monitor financial performance, ensure compliance, and plan for the future.

There are three main types of financial statements that you’ll encounter:

The Statement of Financial Activities (SOFA)

The Balance Sheet

The Cash Flow Statement

Each of these provides different insights into your organisation’s financial state. Let's explore them in more detail.

2. The Statement of Financial Activities (SOFA)

The SOFA is similar to a profit and loss statement in the private sector. It outlines the income your organisation receives, such as donations, grants, and income from fundraising activities, as well as the expenses incurred, including programme costs, operational expenses, and salaries.

Key Components of SOFA:

Income: All money coming into the organisation, including donations, grants, and income from non-profit activities.

Expenditure: All expenses paid out, including direct programme costs, fundraising costs, and support costs.

Net Movement in Funds: This is the difference between income and expenditure, showing whether your organisation has made a surplus or deficit during the period.

The SOFA helps you see how well your organisation is balancing its income and expenses, ensuring that you are financially sustainable and can continue to serve your mission effectively.

3. The Balance Sheet

The balance sheet gives a snapshot of your organisation’s financial position at a specific point in time. It shows what your organisation owns (assets) and owes (liabilities), as well as the difference between the two (net assets).

Key Components of the Balance Sheet:

Assets: These include tangible assets like property or equipment, as well as cash reserves or investments.

Liabilities: These are amounts your organisation owes to others, such as unpaid invoices, loans, or other debts.

Net Assets: The difference between assets and liabilities, representing the funds available to continue your organisation’s work. Net assets are often broken down into restricted and unrestricted funds, which are important distinctions in the charity sector.

The balance sheet allows you to assess your organisation’s financial stability. If liabilities are growing faster than assets, it could signal financial trouble ahead. Conversely, a healthy balance sheet can provide reassurance to donors, funders, and regulators.

4. The Cash Flow Statement

The cash flow statement tracks the movement of cash in and out of your organisation over a given period. It highlights whether your organisation has enough liquid funds to cover its day-to-day operations.

Key Components of the Cash Flow Statement:

Operating Activities: Cash generated or used in normal activities, such as receiving donations and paying bills.

Investing Activities: Cash spent on long-term investments, such as purchasing property or equipment.

Financing Activities: Any cash flow related to borrowing or loan repayments.

A healthy cash flow is critical for keeping your organisation operational. It ensures that you have enough cash on hand to meet immediate expenses and avoid cash shortages that could jeopardise your mission.

5. Why Understanding Financial Statements Matters

Understanding financial statements is essential for several reasons:

Financial Health Monitoring: They help you track the financial health of your organisation, enabling you to spot trends and potential issues early.

Compliance: Your regulators, funders, and donors often require you to provide financial statements to show that you are managing funds responsibly.

Decision-Making: Financial statements provide data-driven insights that can guide your decisions about how to allocate resources, manage risk, and plan for the future.

Transparency and Accountability: Financial statements demonstrate to your donors, supporters, and beneficiaries that you are using resources effectively and transparently.

6. Making Smart Financial Decisions for Your Organisation

When you know how to read and interpret financial statements, you can make smarter financial decisions for your organisation. For example, if your SOFA shows a decline in income, you might need to adjust your fundraising strategies or reduce expenditures. If your balance sheet reveals growing liabilities, it’s time to address debt management or explore ways to increase your reserves.

By regularly reviewing financial statements, you can ensure that your organisation remains financially healthy and sustainable, allowing you to continue delivering on your mission and making a positive impact in your community.

7. Getting Started: How to Improve Your Financial Literacy

If financial statements still feel daunting, don’t worry! You don’t need to be an accountant to understand them. The key is to start with the basics, seek advice when needed, and continue learning over time. Many corganisations find it helpful to use financial software or work with an accountant who specialises in the sector.

At North West Numbers CIC, we specialise in helping charities and social enterprises understand their financial statements and use them to make informed, strategic decisions. We offer tailored training and resources designed specifically for the third sector.

If you want to take control of your organisation's finances, sign up for a chat with us today. Together, we’ll empower you to confidently manage your finances and drive your mission forward.