TLDR
Aplos is a solid entry-level nonprofit accounting tool. For bookkeepers managing 5 or fewer simple restricted funds, it holds up. Once you add complex grant allocations, multi-fund reporting requirements, or grantor-specific budget-to-actual formats, Aplos's reporting limitations become a real bottleneck. RestrictedBooks targets the gap between Aplos and enterprise platforms like Sage Intacct.
Quick Verdict
Aplos is a solid entry-level nonprofit accounting tool. For bookkeepers managing 5 or fewer simple restricted funds, it holds up. Once you add complex grant allocations, multi-fund reporting requirements, or grantor-specific budget-to-actual formats, Aplos's reporting limitations become a real bottleneck. RestrictedBooks targets the gap between Aplos and enterprise platforms like Sage Intacct.
| Feature | Aplos | RestrictedBooks |
|---|---|---|
| Monthly cost (small team) | $79-$229/mo | $20–$99/mo |
| Setup fee | None | $0 |
| Contract | Annual | Month-to-month |
| Native fund accounting | Workaround required | Built-in |
RestrictedBooks offers the same core features at $20–$99/mo with zero setup fees — vs. Aplos at $79-$229/mo + None setup.
Where Aplos works well
Aplos built its product for nonprofits from day one. The chart of accounts is fund-based. You don’t need Classes or tags to simulate fund tracking — it’s native. For small organizations managing a handful of restricted funds, Aplos is a significant improvement over QuickBooks.
The interface is simpler than QuickBooks for nonprofit-specific tasks. Board treasurers can navigate it without accounting backgrounds. Donor management is bundled in mid-tier plans, which reduces the number of separate tools small organizations need to manage.
These are genuine advantages, and they explain why Aplos has a loyal user base.
Where the friction starts
The issues surface when your grant program grows.
Report format limitations
Every funder has their own preferred format for financial reporting. Some want budget-to-actual by quarter. Some want a modified cash basis statement. Some want expenses broken out by salary, fringe, and indirect. Aplos’s standard reports cover the basics. Custom formats require exporting to Excel.
For a bookkeeper running one or two grants, this is a minor inconvenience. For one managing eight to fifteen active grants at different stages, the Excel reporting loop becomes a significant time drain each reporting cycle.
Complex allocations
When a staff member’s salary is split across three programs and one grant, recording the allocation correctly requires a journal entry methodology that Aplos doesn’t automate. The allocation math is manual. The risk of error compounds as the number of allocations grows.
Price trajectory
Community Brands acquired Aplos in 2019. Acquisition by a portfolio software company typically means a focus on margin over feature development, and prices tend to climb. Existing Aplos users have reported periodic increases. The concern isn’t the current price — it’s whether the trend continues.
The positioning gap
Aplos is built for the small end: organizations under $500K with straightforward fund structures. Sage Intacct handles the large end: organizations with $10M+ budgets and dedicated finance teams. Between those two points, there’s a large segment of nonprofits with $500K-$5M budgets, five to twenty active grants, and one or two bookkeepers trying to produce grantor reports, board packages, and 990-ready data without enterprise pricing.
That’s the gap RestrictedBooks targets. Fund accounting at $20-$99/month per organization, with reporting depth that doesn’t require an Excel workaround for standard grantor formats.
Tired of Aplos workarounds? RestrictedBooks is built for fund accounting.
Try RestrictedBooks free for 30 days — purpose-built nonprofit accounting at $20–$99/month.
See plans & pricingSource: Aplos pricing page
Source: G2 Aplos reviews and community reports
PROS & CONS
Aplos
Pros
- Native fund-based chart of accounts
- Simpler interface than QuickBooks for nonprofit tasks
- Donor management bundled into mid-tier plans
- No per-user pricing
Cons
- Limited custom report builder
- Complex grant allocations require manual workarounds
- Price increases since Community Brands acquisition in 2019
- Bundled features (website builder, donor CRM) that many orgs don't need
- Fund-level reporting gaps at lower tiers
Q&A
What does Aplos lack that causes bookkeepers to look for alternatives?
The most common complaints from nonprofit bookkeepers on Aplos center on reporting. Grantor-required report formats often can't be produced natively — you export to Excel and format manually. Complex indirect cost allocations across multiple grants require workarounds. Custom financial statement formats for board packages require the same export-and-format routine. These aren't deal-breakers for small organizations but become weekly friction for active grant programs.
Q&A
Is RestrictedBooks or Aplos better for a nonprofit bookkeeper managing multiple grants?
For bookkeepers managing more than 5-6 active grants with different budget periods, spending restrictions, and grantor report formats, RestrictedBooks offers deeper grant tracking features. Aplos handles the basics well. The decision point is whether you spend meaningful time each month formatting reports in Excel that should come straight from your accounting system.
Frequently asked