Understanding Financial Statements - A Guide for Non-Profit Board Members

Serving on the board of a non-profit or charity comes with legal and fiduciary responsibilities, including oversight of the organization’s finances. Many board members take this responsibility seriously while also feeling unsure about how to interpret the financial information presented to them.

That uncertainty is common. Most boards are made up of volunteers with diverse professional backgrounds, and few members have formal accounting training. Financial oversight does not require technical expertise, but it does require a basic understanding of what the numbers are saying and what questions should be asked.

When financial statements are clearly understood, boards are better positioned to support management, protect the organization, and make informed decisions.

The Purpose of Financial Statements in a Non-profit

Financial statements are not prepared simply to meet reporting requirements. They are tools intended to help boards understand how the organization is operating, whether it is financially sustainable, and whether resources are being used in line with its mission.

For non-profits, the focus is less on profitability and more on stewardship. The statements should help answer whether the organization can continue delivering programs, manage funding responsibly, and respond to unexpected changes.

The Statement of Financial Position

The statement of financial position provides a snapshot of what the organization owns and owes at a specific point in time. It shows assets such as cash, receivables, and investments, as well as liabilities like payables and deferred revenue.

One area that often causes confusion is net assets. Unlike a for profit balance sheet, net assets in a non-profit reflect accumulated surpluses and restrictions rather than ownership equity. Understanding how much of the organization’s net assets are restricted versus available for general use is particularly important for boards.

The Statement of Operations

The statement of operations shows revenue and expenses over a period, usually the fiscal year. Rather than focusing on profit, boards should pay attention to whether revenues are stable, diversified, and sufficient to support ongoing activities.

A surplus is not inherently negative. In many cases, it reflects responsible planning and the need to build reserves for future periods. Repeated deficits, however, should prompt discussion about funding sustainability and cost structure.

The Statement of Cash Flows

The statement of cash flows is often overlooked, but it plays a critical role in understanding liquidity. It explains why cash increased or decreased during the year and whether operations are generating enough cash to support day to day activities.

An organization can report a surplus while still experiencing cash shortages, particularly when funding is received after expenses are incurred. Boards that understand this distinction are better prepared to anticipate cash flow challenges.

Questions Board Members Should Be Comfortable Asking

Financial statements are meant to prompt discussion. Board members should feel comfortable asking for clarification when something does not make sense. Questions about funding concentration, restricted balances, or significant changes from prior periods are part of responsible governance, not signs of distrust.

Clear explanations and transparent reporting build confidence between boards and management.

Final Thoughts

Strong financial oversight does not depend on technical accounting knowledge. It depends on understanding the story behind the numbers and being willing to engage with them.

Boards that invest time in understanding financial statements are better equipped to support the organization’s mission and long-term sustainability.

Need a Second Look?

Financial reporting is most effective when it supports good governance rather than simply meeting compliance requirements. A clear review of financial statements can often highlight issues or risks that are not immediately obvious.

If you are involved with a non-profit or charity and would like support reviewing financial statements or improving financial reporting for your board, this is an area we regularly assist organizations with. You can reach us through our contact page if you would like to start a conversation.