Our favorite dashboards for nonprofit finance teams (with examples)

You might know spreadsheets—the tabs, the rows, the formulas—but when it comes to managing complex finances, they’re not always enough. As organizations grow, their financial operations become more complex, and the limitations of spreadsheets become clear.

Managing multiple funding sources, especially in nonprofit community organizations like YMCAs—requires more than scattered spreadsheets and disconnected systems. Data silos make it difficult to get a complete financial picture, leading to inefficiencies and errors.

And when it comes to nonprofit finance, things can get complicated fast. With multiple memberships, childcare programs, and donations to account for, finance teams need tools that simplify—not add to—their workload. That’s where well-designed dashboards make all the difference. By bringing all financial data into one place, they help organizations streamline processes, track key metrics with ease, and make informed decisions faster.

Why reports and dashboards matter for nonprofit teams

When all your data is housed in one integrated system, dashboards do more than generate reports—they provide real-time insights, accurate forecasting, and seamless collaboration across departments. The right financial dashboards don’t just help finance teams work smarter; they strengthen the entire organization’s financial health.

More than just pretty graphs, dashboards empower teams to make data-driven decisions. Here’s why they matter:

• For Frontline Staff: Dashboards simplify daily tasks like collecting outstanding balances or managing refunds, providing the right data to stay efficient.
• For Leadership Teams: High-level reports offer clarity, ensuring decision-making is aligned with organizational goals.
• For Collaboration: Dashboards unify teams by presenting transparent, accessible data to keep everyone on the same page.

Now, let’s explore some of the best dashboards created by YMCA teams and discover how they can add significant value to your organization.

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1. Payment Collections Dashboard

Who it’s for

Primarily used by membership teams, this dashboard offers frontline staff the tools to track and collect outstanding balances. Finance teams also use it as a supplementary view to their Accounts Receivable (AR) reports for a high-level overview.

KPIs to include

• Current outstanding balance after the last billing cycle (last 30 days, all time)
• Recovered finances (recently collected payments)
• Outstanding balances segmented by branch, membership programs, or childcare categories
• Individual staff performance leaderboard for collections efforts
• Peak time periods when payment collections are most successful

When to use it

Use this dashboard daily or weekly to ensure collections teams stay on top of unpaid balances and maintain regular contact with members.

Why it’s Important

For nonprofits, revenue collection is often a delicate task. With numerous programs and payment types, you need clarity to manage challenges like declined transactions, fraud alerts, or disputes. The Old Colony YMCA has found success using this dashboard to bring that clarity to their membership team. It enables staff to distinguish between retries and confirmed outstanding payments, helping them stay organized and proactive. Kendall Bennet shares,

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"We hold a stand-up meeting every week with our membership team, and a big part of it is reviewing this dashboard. It’s a great way to incentivize staff through leaderboards that track collection performance, and it also creates a fun and engaging way to boost team productivity."

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Beyond tracking performance, this dashboard helps staff work more efficiently by segmenting data by branch and program, allowing them to focus on areas with the largest outstanding balances. More importantly, regular use of the dashboard provides key insights into when members are most likely to pay, helping teams time their outreach for the best results.

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2. Financial Performance Dashboard

Who it’s for

This dashboard is tailored for leadership and finance teams to evaluate period-over-period financial performance across multiple metrics. It’s particularly useful for presenting results to stakeholders or planning future fiscal actions.

KPIs to include

• Opening balance for AR (Accounts Receivable) and deferred revenue
• Net monthly change in AR and deferred revenue
• Current AR and deferred revenue balance
• Revenue/cash collected during the fiscal year and current period
• Cashflow projections for the remainder of the fiscal year

When to use it

Use this dashboard monthly to track financial performance and present updates during leadership and board meetings.

Why it’s Important

Nonprofit organizations often struggle to balance present needs with future sustainability. This dashboard paints a clear picture of cash flow and deferred revenue, enabling leaders to plan and allocate resources effectively.

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"One of the best things about this dashboard is that it's ready to go right out of the box. We didn’t have to spend time building it from scratch or customizing it endlessly. It’s an incredibly useful tool that saved us so much time and effort—everything we needed was right there, ready to use."

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By tracking net changes in critical financial metrics (like AR balances), finance teams can not only monitor cash flow but also ensure fiscal compliance. It consolidates financial data into a snapshot that makes it easy to present to stakeholders and make timely adjustments to budgets or strategies.

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3. Refund Management Dashboard

Who it’s for

This dashboard is designed for VP-level and leadership teams to easily track account adjustments, including refunds, terminations, membership changes, and write-offs across multiple locations. With insights into refund trends, volumes, and reasons, it helps identify problem areas, reduce refunds, and optimize revenue retention. By monitoring data at both the individual and program level, teams can make smarter decisions to cut financial losses and improve overall efficiency.

KPIs to include

• Refunds processed this month, broken down by:
  • Memberships
  • Programs
• Terminations processed this month
• Membership changes (e.g., holds, upgrades, downgrades)
• Dollar amount of refunds processed
• Write-off requests pending or completed

When to use it

Use this dashboard weekly or monthly to keep track of refund trends and proactively address issues with membership or program offerings.

Why it’s important

For nonprofits, retaining members and reducing refunds is crucial for financial stability. This dashboard gives leadership the data needed to identify trends in refund activity and address them quickly.

For example, if one location consistently shows higher termination rates, the leadership team can dig into the data to understand what's driving it and explore ways to address or intervene before it becomes a bigger issue. For the YMCA of Delaware, Emily Glading shares,

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“This dashboard lets me track activity across 8 locations in one place, providing visibility to our VPs and it’s already sparked conversations about how to reduce refunds. It’s been a valuable resource for answering their questions.”

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By tracking and reporting refund data proactively, this dashboard helps VPs and leadership teams stay connected to member satisfaction and resource utilization, ensuring they can make timely, informed decisions.

Choose the dashboards that drive your success

For nonprofit community and YMCA organizations, dashboards offer a roadmap to smarter financial management, operational efficiency, and deeper member engagement. Whether you’re optimizing collections, reviewing financial performance, or reducing refund activity, these tools provide the clarity your team needs to succeed.

Customizing your dashboards to fit your team’s specific needs isn’t just a nice-to-have—it’s essential. When your data is clear, relevant, and actionable, it makes decision-making that much easier. With Traction Rec and Salesforce, you have access to hundreds of out-of-the-box reports, plus the flexibility to create custom reports that match exactly what your team needs. And the best part is, it’s not complicated. Building, adjusting, and curating reports is quick and easy, so you can get the insights you need without the hassle.

Need help getting started? There are plenty of great Salesforce resources available online, or feel free to reach out to our team—we're always here to support!