professionally managed
PF TECH embeds into your operations as a dedicated finance and technology partner. Bookkeeping, payroll, grants, audits, and tech stack — handled. You focus on the mission.
The Embedded Operations Office
A shared-responsibility partnership. We embed as an operational partner and share accountability for the outcome.
Full-Cycle Professional Bookkeeping
Daily transactional management, donation administration, and automated Sales Tax management (including PSB rebate automation).
Grant & Fund Administration
Specialised tracking and reporting for government and foundation funding. We ensure every dollar is accounted for.
Payroll Excellence
End-to-end processing and legislative compliance. We handle the complexities so your team gets paid correctly and on time.
Monthly Management Reporting
Accurate reconciliations and budget variance analysis delivered to management and budget owners every single month.
Quarterly Board Packages
Strategic briefing notes, high-level financial packages, and internal control risk assessments.
Year-End Audit Support
Full preparation of schedules, direct auditor liaison, and documentation trail management from start to finish.
What We Both Commit To
A partnership works when both sides are aligned. These are the principles that govern every engagement.
Respectful Communication
- Constructive dialogue — concerns raised early and worked through together.
- Active listening and mutual recognition of each other's expertise.
- Clear escalation paths when disagreements arise.
Confidentiality & Data Protection
- Need-to-know access only — no credential sharing, ever.
- Files shared via secure links.
- PF TECH staff undergo criminal record checks; client maintains infrastructure responsibility.
Clear Decision-Making
- PF TECH advises and prepares — your leadership approves and authorises.
- Structured approval workflows for payments, filings, and commitments.
- Your organisation is responsible for due diligence on all final decisions.
How We Share the Work
PF TECH Handles
- Data Entry & Coding
- Reconciliation
- Vendor Payment Initiation
- HST/GST Filing
- Budget Variance Analysis
- Audit Schedule Preparation
- Audit Inquiry Response
Your Team Handles
- Document Collection & Delivery
- Payment Approval & Authorisation
- Final Sign-off on Filings
- Maintain IT Infrastructure
- Provide Timely Information Requests
- Board & Governance Decisions
Is Your Organisation the Right Fit?
We are selective because deep operational partnership requires alignment. This service is designed for organisations ready to invest in lasting operational change.
Ideal Profile
- Registered Canadian non-profit or charity.
- Team size of over 10 staff.
- Requirement for an annual external audit.
- Commitment to a digital-first workflow (Dext, etc.).
What's Included
- MMP Memberships IncludedMission Multiplier Program access for one Senior Leader and one Bookkeeping/Ops staff member — a USD $500+ monthly value at no extra cost.
- TERN Framework AccessPF TECH's back-office technology stack, fully managed and integrated by our team.
Our Security Standard
Data security is foundational. Every engagement meets a consistent set of privacy and access controls — before any data is ever shared.
- Canadian-hosted infrastructure — your data never leaves the country.
- Privacy-by-design: de-identified before AI processing, re-identified in a secure environment.
- Criminal record checks on all PF TECH staff with system access.
- Need-to-know access controls — no shared credentials, ever.
Have questions about Strategic Partnerships?
Browse our knowledge base for answers — or reach out directly and we'll respond personally.