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Sevastack

Moving to Sevastack

Your migration kit: one checklist, one Excel file

Everything to collect before you move from Tally, Excel or another app, with a ready template for each import.

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Free · Excel · Works with Google Sheets too

What's in the file

Fill only the tabs you need, then upload the same file to each import in Sevastack. Each import reads its own tab, shows a dry run first, and can be undone.

  • Start here

    The checklist: must have, if it applies or optional, and why each one matters

  • Column guide

    Every column of every tab: required or optional, what to put, examples

  • Donors

    Your donor list

  • Donations

    This year's gifts, one row each

  • Staff

    Staff, salary structure, and pay and TDS so far this year

  • Expenses

    This year's expenses, if they are not coming from Tally

  • Beneficiaries

    Your beneficiary register

  • Volunteers

    Your volunteer list

The checklist

Rows marked CA are for your chartered accountant.

  • Must haveNeeded before you go live, for every NGO it applies to
  • If it appliesOnly if you have or do this
  • OptionalHelps, but can come later

Decide first

  • Must haveThe date Sevastack's books start (usually 1 April of this year). Agree it with your CAEvery opening balance and every import is counted from this dateNGO / CA · A date
  • OptionalWho needs a login: name, email and role (admin, accountant, staff)You can start alone and invite your team laterNGO · A list

Registrations

  • Must haveNGO PAN cardPrinted on every receipt and needed for Form 10BDNGO · PDF or photo
  • Must have12A / 12AB registration order, with its URN and validity datesYour tax exemption; the number is printed on receiptsNGO · PDF
  • Must have80G approval, with its URN, valid-from and valid-to datesPrinted on every 80G receipt. Gifts outside the validity dates get a general receiptNGO · PDF · You issue 80G receipts
  • Must haveFCRA registration or renewal certificate, and the FCRA account details (main SBI New Delhi account and any utilization accounts)Foreign gifts must land in the FCRA account, never a local oneNGO · PDF + account numbers · You take foreign donations
  • If it appliesCSR-1 registration numberCompanies ask for it before giving CSR fundsNGO · Number · You get grants or CSR funds
  • If it appliesNGO Darpan ID, TAN and GSTINTAN is needed to deduct TDS; Darpan and GSTIN appear on proposals and invoicesNGO · Numbers
  • OptionalTrust deed, MoA or bye-lawsKept with your documents for CSR and grant due diligenceNGO · PDF
  • OptionalLogo, authorized signatory's signature and sealMakes receipts and certificates look official. Receipts work without themNGO · PNG, plain background

Opening position

  • Must haveLast year's audited balance sheet, income and expenditure, receipts and payments, and audit reportYour opening balances come from it, so the first balance sheet here matches your CA'sCA · PDF or Excel · Your books are audited
  • Must haveTally export: Day Book and masters, from your start dateBrings your ledgers and vouchers in without retypingNGO / CA · XML from Tally · You keep books in Tally
  • Must haveEvery bank and cash account, with its closing balance on the start dateEach donation and expense needs an account to land in, and bank matching starts from these balancesNGO · A list
  • If it appliesFixed deposits: bank, amount, start date, maturity date, interest rateSo the balance sheet shows them and maturity reminders workNGO · A list or FD receipts
  • If it appliesFixed asset register with written-down value on the start dateDepreciation for this year is worked out from itCA · Excel
  • If it appliesCorpus and earmarked fund balances on the start dateRestricted money stays apart from general funds on the balance sheetCA · From the balance sheet
  • If it appliesAdvances, payables and TDS payable on the start dateWithout them the opening balance sheet doesn't add upCA · From the balance sheet

Bank

  • Must haveBank statements for every account, from the start date to todayMatches every rupee to a donation or expense, and catches anything missedBank · Excel or CSV from net banking (PDF works, Excel is more exact)
  • If it appliesPayment gateway settlement report (Razorpay, Easebuzz, Cashfree and so on)One bank deposit from a gateway often covers many gifts and feesNGO · Excel from the gateway dashboard

Donors and receipts

  • Must haveDonor listYour donors' history, PAN and contact details move with themNGO · Tab "Donors"
  • Must haveDonations this year, one row per gift. Gifts before the start date are kept as history and never mailed againForm 10BD, project totals and donor history need this year's giftsNGO · Tab "Donations"
  • Must haveLast receipt number used in each series (80G and general)New receipts continue your series, so no number is ever used twiceNGO · Numbers · You issue 80G receipts
  • If it appliesForm 10BD filed for last year: acknowledgement number and dateKeeps your filing history and next due date on the compliance calendarCA · PDF · You issue 80G receipts
  • If it appliesMonthly donors on auto-debit (who, how much, which gateway)Auto-debits can't move between gateways; these donors re-subscribe on your new pageNGO · A list
  • OptionalDonation categories and appeal names. Add them in Sevastack first: the Donations tab must use the same namesLets you report by category. Without them gifts go in as GeneralNGO · A list

Projects and grants

  • If it appliesRunning projects: name, budget, and raised and spent so far. Add them in Sevastack first: the Donations tab must use the same namesGifts and expenses for a project count toward it only if the project existsNGO · A list
  • Must haveEach running grant: agreement, tranche schedule, received and used so far, and the last utilization certificateThe next utilization certificate and tranche reminders start from these figuresNGO · PDF + figures · You get grants or CSR funds

Staff

  • Must haveStaff list with salary structure and bank detailsPayroll, payslips and salary transfers run from itNGO · Tab "Staff" · You have paid staff
  • Must haveSalary paid and TDS deducted so far this year, per personWithout it, TDS for the rest of the year is worked out too lowNGO / CA · Tab "Staff" (paidThisYear, tdsThisYear) · You have paid staff
  • If it appliesPF, ESI and professional tax registration numbers, and the last 24Q filedPrinted on challans and returnsCA · Numbers + PDF · You have paid staff
  • OptionalLeave balance per person on the start dateOtherwise everyone starts the year with the full allowanceNGO · A list · You have paid staff

Expenses and vendors

  • If it appliesExpenses this year, if your books are not coming from TallyStatements and project spending need this year's expensesNGO · Tab "Expenses"
  • If it appliesVendor list with PAN, GSTIN, bank details and TDS sectionTDS is worked out per vendor and payments go to the right accountNGO · Excel

People

  • Must haveBeneficiary register, with their consent to be recordedYour impact numbers and services are counted per personNGO · Tab "Beneficiaries" · You serve beneficiaries
  • Must haveVolunteer listHours, events and certificates hang off each volunteerNGO · Tab "Volunteers" · You have volunteers
  • Must haveMember list with membership type and fees paidFee reminders and the members register start from itNGO · Excel · You have members

Governance and filings

  • If it appliesTrustees or board: name, designation, PAN or DIN, date appointedNeeded for meetings, resolutions and CSR proposalsNGO · A list
  • OptionalLast ITR-7, Form 10B / 10BB and FC-4 acknowledgementsFills your compliance calendar with the next due datesCA · PDF

Rather we did it with you?

Send us the filled kit and your last audited accounts. We prepare the imports and your team checks every total before anything goes live.

Open in Google Sheets