Consultancy Services for the Implementation of QuickBooks Accounting System

Background

3iS is a non‑profit organization delivering information management (IM) services to humanitarian and development actors. IM solutions enable partners to effectively target assistance to vulnerable populations while strengthening the capacities of local authorities and institutions to manage internal data and IM activities independently. 3iS is formally registered in Ethiopia as a foreign civil society organization with the Authority for Civil Society Organizations (ACSO).

3iS seeks to implement QuickBooks as its accounting software to strengthen its financial management processes. This initiative forms part of the organization’s broader efforts to enhance financial governance, improve accounting practices, and support the ongoing adoption of International Public Sector Accounting Standards (IPSAS).

Objective

The overall objective of this consultancy is to strengthen 3iS’s financial management and governance framework through the successful implementation of QuickBooks Accounting Software, thereby enhancing financial efficiency, improving reporting capabilities, building staff capacity, and supporting the organization’s ongoing adoption of the International Public Sector Accounting Standards (IPSAS).

Specifically, the consulting firm shall:

• Deploy and configure QuickBooks Accounting Software to meet the financial management, accounting, and reporting requirements of 3iS.
• Train finance and relevant staff on the effective use, administration, and maintenance of the system.
• Develop customized training materials, user manuals, and reference guides, and ensure effective knowledge and skill transfer to designated staff.
• Provide hands-on mentoring and technical support during and after implementation to facilitate the smooth adoption and effective utilization of the system.
• Support the alignment of accounting processes, controls, and reporting practices with organizational requirements and IPSAS adoption efforts.

Scope of Work

The consultant/firm shall be responsible for the successful implementation and operationalization of the QuickBooks Accounting Software for 3iS. The scope of work shall include the following:

Assessment and System Design

• Review the existing accounting processes, chart of accounts, financial reporting requirements, and internal controls.
• Assess organizational needs and recommend the most suitable QuickBooks configuration.
• Develop an implementation plan and system setup approach aligned with 3iS requirements and IPSAS adoption efforts.

QuickBooks Installation and Configuration

• Configure QuickBooks Online Plus and customize the system to meet the financial management needs of 3iS.
• The QuickBooks Online subscription and account must be registered in the name of 3iS, with a 3iS staff member designated as the primary administrator. The consultant/firm shall not hold or own the account and will only be granted temporary user access for the duration of the assignment.
• Set up the chart of accounts, cost centers, projects, donors, budgets, users, approval workflows, and reporting structures.
• Configure financial reports and dashboards required for management, donor, and statutory reporting.

Data Migration and System Setup

• Migrate opening balances as at 1 January 2026 and all financial transactions from 1 November 2025 up to the go-live date, from the existing Excel-based accounting records [source to be confirmed by 3iS].
• Ensure data integrity, accuracy, and completeness throughout the migration process.
• Conduct testing and validation of migrated data prior to system go-live.

Training and Capacity Building

• Develop customized training materials, user manuals, and quick-reference guides.
• Deliver practical training sessions on-site at the 3iS office in Addis Ababa, in English, for up to [5] participants (finance staff and other designated users). Training must be completed before go-live, with attendance sheets provided.
• Ensure effective knowledge transfer to enable staff to independently operate and maintain the system.

System Testing and Go-Live Support

• Conduct user acceptance testing and address identified issues.
• Provide support during system rollout and initial use.
• Ensure the system is fully operational and functioning as intended.

Post-Implementation Support and Mentoring

• Provide hands-on mentoring and technical support to finance staff following implementation.
• Provide remote support (email, phone and online sessions) for a period of three (3) months after go-live, with a response time of no more than two (2) working days.
• Troubleshoot system issues and provide recommendations for process improvements.
• Support users in generating financial reports and utilizing key system functionalities effectively.

Documentation and Handover

• Provide user guides, training materials, and administrative procedures.
• Submit a final implementation report outlining activities completed, key outputs, challenges encountered, and recommendations for future system optimization.
• At the end of the assignment, hand over all data, configuration settings, documentation and administrator credentials to 3iS, and remove all consultant access to the system.
• All training materials, user manuals, guides and other documents produced under this assignment shall become the property of 3iS.

Deliverables and Acceptance

The consultant/firm shall submit the following deliverables. Due dates are counted from the contract start date.

3iS will review each deliverable and confirm acceptance in writing, or request corrections, within five (5) working days of submission. Payments will be linked to the acceptance of deliverables, as set out in the contract.

Ownership, Confidentiality, Data Protection and Intellectual Property

• Subscription ownership: The QuickBooks subscription, account and all data it contains belong to 3iS. 3iS remains the primary administrator at all times.
• Confidentiality and data protection: The system will hold financial and possibly payroll and other personal data. The consultant/firm shall keep all information accessed during the assignment strictly confidential, use it only for the purpose of this assignment, and apply appropriate security measures to protect it.
• Handover: At the end of the assignment, the consultant/firm shall hand over all data, documentation and credentials to 3iS, remove its own access, and delete any copies of 3iS data it holds.
• Intellectual property: All training materials, manuals, guides and reports produced under this assignment shall become the property of 3iS.
• Contract: These requirements will be detailed in the contract signed with the selected consultant/firm, including a confidentiality and data protection clause.

Timeline

The consultancy service is planned to be carried out starting from mid-November 2026 to be completed in one month period.

Consultant/Firm Qualifications and Experience

The consulting firm shall demonstrate the technical capacity, experience, and expertise required to successfully implement and support the QuickBooks Accounting Software. At a minimum, the firm should meet the following requirements:

Company Profile

• Legally registered consulting firm with a valid business license, VAT and TIN registration.
• Proven experience in accounting software implementation and financial systems consulting.

Technical Experience

• At least 3 years of experience in implementing accounting and financial management systems, preferably QuickBooks.
• Demonstrated experience in configuring, customizing, and deploying accounting software for NGOs, INGOs, development organizations, or similar institutions.

Professional Expertise

• Strong understanding of accounting principles, financial reporting, internal controls, and financial management systems.
• Knowledge of International Public Sector Accounting Standards (IPSAS) and their practical application is highly desirable.

References

Evidence of successfully completed similar assignments, including at least two references from clients for whom comparable services were provided.

Evaluation criteria

• Competitive consultancy fee (40%)
• Team experience (30%)
• Timeframe and delivery schedule (20%)
• Payment terms (10%)