1
Field staff log time
Mobile app on iOS & Android. Works fully offline — sync when reconnected. GPS-verified site clock-in optional.
For NGOs, INGOs & project-based organizations
NGO Timesheets,
Grant-Attributed Payroll,
Donor-Ready Reports.
Field staff submit timesheets from their phone — even offline. Hours flow into payroll already split across PEPFAR, Global Fund, EU, USAID, and core funding. No spreadsheets. No reconciliation. No failing donor audits.
PEPFAR LOE certified
Offline-first mobile
Audit-ready trail
Today's timesheet → next payroll
Live
Community Outreach
PEPFAR
Data Collection
Global Fund
Staff Training
EU Result-Based
M&E Reporting
USAID 1420
Admin Time
Core Funding
→ Payroll auto-split
→ Donor reports ready
If your finance team does this every month
You are losing weeks to grant reconciliation.
Spreadsheets to allocate salaries across grants
Finance manually splits each salary across 3-7 grants every payroll, prays the percentages add up, and emails the accounting team a CSV.
Chasing field staff for last month's timesheets
Project officers in remote sites send timesheets by WhatsApp, sometimes a week late, often without project codes attached.
Donor audit findings on attribution
Last audit raised "insufficient evidence of LOE" on three positions. The fix: 40 hours of going through emails and bank statements.
Different reports for every donor
PEPFAR wants quarterly LOE, Global Fund wants disbursement-linked, EU wants result-based, USAID wants 1420 — all built by hand from the same payroll.
The end-to-end flow
From a phone in the field to a donor report — automatically.
No data re-entry between steps. Every hour logged in step 1 is the same data the donor sees in step 4.
2
Multi-level approval
Line manager > project manager. Every approval timestamped and IP-logged for audit. Reject & comment supported.
3
Payroll splits salary
Each approved hour drives the salary split across grants. Statutory deductions calculated per country, in local currency.
4
Donor reports auto-generate
PEPFAR LOE, Global Fund quarterly, EU RBF, USAID 1420 — same source data, multiple formats, on demand.
Donor compliance, built in
Every major donor format. Out of the box.
Each donor has its own LOE rules, frequency, and template. SmartHR Africa knows them.
PEPFAR
LOE certifications, quarterlyPer-position level-of-effort certifications with employee, period, hours, and signed approval chain. Generated to PEPFAR's required template.
Global Fund
Disbursement-linkedQuarterly grant attribution by component, principal recipient and sub-recipient — formatted for the Global Fund Performance Framework.
EU
Result-based financingResult-linked salary attribution and time records, formatted for EuropeAid result-based financing reporting.
USAID
1420 timekeepingUSAID Form 1420 timekeeping reports, with attribution to award and CLIN, supporting indirect cost rate calculations.
World Bank
STEP-alignedProject disbursement reporting compatible with the World Bank STEP system, including procurement-linked staff costs.
FCDO & bilaterals
Annual review & customFCDO Annual Review-ready reports plus configurable templates for any bilateral or foundation funder.
Reporting to a different donor? Tell us their template — we configure custom donor formats at no extra cost.
Built for African field operations
Offline-first, because connectivity isn't a given.
Community health workers in rural Kenya. M&E officers travelling between districts in DRC. Field engineers on solar projects in northern Nigeria. Your timesheets cannot depend on 4G.
- Captures GPS, photos, hours, project tags entirely offline.
- Auto-syncs the moment the device sees a network — even if it's a weak 2G signal.
- Queue-aware: nothing is lost, no duplicates created if the device went through multiple sync attempts.
- USSD fallback for staff with feature phones — same project tagging, same approval workflow.
9:41
Offline · 3 to sync
Today · Tue, 26 May
Site visit · Kibera
PEPFAR · 4h · GPS verified
M&E debrief
Global Fund · 2h
Travel time
Core funding · 1h
Audit-grade approval chains.
Every donor wants the same thing: who worked the hours, who approved them, and when. SmartHR captures every step.
Submitted
Field officer
12 May, 18:42
Line approved
Site coordinator
13 May, 09:08
Grant verified
Project manager
13 May, 14:30
Locked in payroll
Auto · audit log
15 May, 23:00
Each step has IP & device fingerprint
Reject & comment supported at every level
Tamper-evident — once locked, can't be edited
The magic bit
Hours don't just sit in a timesheet system. They drive payroll.
Most timesheet products stop at the report. SmartHR Africa pushes the data straight into payroll: each grant gets its share of the salary, statutory deductions are calculated per country, and the journal export lands in your accounting system already split by cost centre.
Mary K · May 2026 payslip
PEPFAR
55%
$1,650
Global Fund
27%
$810
EU Result-Based
9%
$270
Core funding
9%
$270
Gross salary
$3,000
Statutory deductions (PAYE, pension, health) calculated per country and split pro-rata.
Common questions from NGO finance & HR leads
Don't see yours? Ask the NGO team →
Yes. Every approved timesheet is logged with employee, hours, grant, and cost centre. PEPFAR LOE certification reports are generated for any reporting period and tie back to the underlying timesheets and approvals.
Yes. The mobile app captures timesheets entirely offline — including GPS coordinates and photos if needed — and syncs the moment the device is back online. This is essential for community health workers, M&E officers, and remote sites.
For each pay period, the system uses approved hours per grant to compute each grant's share of the salary. Fully automated for standard allocation; finance can override per-employee where a fixed percentage is contractually required.
PEPFAR LOE certifications, Global Fund quarterly disbursement reports, EU result-based financing, USAID 1420, World Bank STEP, and FCDO Annual Review formats. Custom donor templates can be configured at no extra cost.
Yes — within the audit window your finance policy allows. Reattribution generates a journal entry on the payroll, an audit log, and a fresh donor report. This is critical for grant amendments and budget realignments.
Each payroll run produces a journal export grouped by grant and cost centre, ready for QuickBooks, Sage, Xero, or NetSuite. No double entry. Mappings are configurable per organisation.
Hours after the grant end date are flagged at submission, and finance is alerted before payroll runs. The system suggests reattribution to a successor grant or core funding so payroll never fails an audit.
Stop reconciling spreadsheets.
Book a 30-minute demo with our NGO team. We'll walk you through your real grant mix, your actual donors, and your existing accounting setup.