Request for Proposal – Outsourced Finance Functions

1. Introduction

Flowminder Foundation is a Swedish non-profit organisation, established in 2012, that uses analysis of mobile operator data to improve the wellbeing of vulnerable populations in low- and middle-income countries (e.g., DRC, Haiti, Ghana). We provide insights on population movements to governments and international agencies for humanitarian and development purposes.

We are seeking proposals from financial service providers to outsource the majority of functions currently performed by our finance department. Our goal is to establish a long-term partnership that ensures efficient, compliant, and transparent financial management across multiple currencies, donors, and jurisdictions.

Our objectives are to improve timeliness and accuracy of month end and donor reporting, strengthen financial control and resilience, and reduce total cost of finance while maintaining segregation of duties.

We are looking to implement this transition between Q4 2025 - Q1 2026.

3. Scope of services required

We are looking to outsource the following key areas. The arrangement may include a mix of fully outsourced activities and shared processes, where Flowminder staff collaborate with the service suppliers team, within a common system to exchange information or manage project accounts.

For each workstream, bidders should propose a RASCI (or division of responsibilities), showing who prepares, reviews and approves. Approvals must remain with Flowminder budget holders under our delegations of authority.

3.1 Accounts payable

• Supplier invoice processing and payment scheduling
• Handling credit card costs, private expenses, and travel money cards
• Managing staff cost allocation to project accounts (this could be via our existing time recording software or your own system)

3.2 Project financial management

• Preparing and maintaining project-level profit and loss (P&L) accounts
• Managing project budgets, forecasts, and capturing actuals
• Providing budget vs. actual reporting
• Preparing burn rate and estimate-at-completion per project, reconciling to donor budgets and contracts.

3.3 Organisational financial management

• Producing the organisational-level P&L derived from project P&Ls and overhead costs
• Overseeing overall cash flow management across multiple currencies
• Maintaining accurate balance sheet and general ledger reconciliations

3.4 Financial reporting

• Preparing donor, project, and board-level financial reports
• Ensuring compliance with Swedish and UK accounting and tax regulations
• Supporting audit preparation and external reviews

3.5 Accounts receivable

• Managing customer invoices and reconciliations
• Tracking outstanding payments and following up on overdue balances

3.6 Tax compliance

• Managing PAYE and related UK filings with HMRC
• Supporting Swedish corporation tax and VAT reporting with Skatteverket

3.7 Bank and treasury management

• Managing bank accounts in multiple currencies
• Planning and analysing currency needs based on incoming/outgoing payments
• Ensuring efficient and secure banking processes

5. Evaluation criteria

Proposals will be evaluated based on:

• Relevant experience with non-profits and multi-currency organisations
• Quality and clarity of proposed approach
• Team qualifications
• System compatibility (e.g., Xledger or similar)
• Cost-effectiveness
• Ability to start quickly