Skip to content

Charity

ERP for the Cotoșman Association: cases, donors, expenses and reports

The whole activity of the association in one application: aid cases, donors, donations with automatically generated donation deeds, expenses with receipts read automatically, volunteers and reports for funders.

Client
Asociația Cotoșman
Year
2025
Stack
Symfony 7PHP 8MariaDBDocker
Live project
Asociația Cotoșman: ERP for a non-profit: aid cases, donors, donations, expenses, volunteers and reporting

1 day

for the annual report, down from almost two weeks

100%

of donations with an auto-generated, correctly numbered deed

6

modules used daily by staff and volunteers

The challenge

The Cotoșman Association helps families and individuals in difficult situations. Records were kept in paper files and separate spreadsheets: one for cases, another for donors, receipts in a binder. Reporting to funders and to the tax authority meant days of work, and the history of a case was hard to reconstruct.

The solution

We built a Symfony application with modules for aid cases, donors, donations, expenses, volunteers and documents. Every donation automatically generates the donation deed as a PDF. Expense receipts are photographed and read automatically with AI, which fills in title, date and amount for the user to confirm. The distance to each case is calculated automatically for travel reimbursements. Every change has a history, and any list exports to CSV for reporting.

What the application does

  • Aid cases with frequency, beneficiaries, attached documents and full history
  • Donors and donations, with the donation deed generated automatically as PDF
  • Expenses with receipts read automatically by AI (title, date, amount) and confirmed by the user
  • Automatic distance calculation to each case, for reimbursements
  • Volunteers, miscellaneous documents with series and number, CSV export on any list
  • Login with rate limiting, files served only to authenticated users

Context

The Cotoșman Association works with volunteers and a limited budget. The need was not complicated software, but something anyone on the team could use after an hour of training and that produces funder reports quickly.

How we worked

We started from the association’s real documents: donation deeds, case files, expense tables. The application structure was designed together with the person keeping the records, not only with management. The first version covered cases and donations. Expenses with automatic receipt reading came in the second stage, after the team got used to the application.

Technical details

Symfony 7, MySQL, Twig and Bootstrap, with the interface in Romanian. Uploaded files are stored outside the public folder and served only to authenticated users. The application runs in Docker both locally and on the server, with automatic deployment from Bitbucket.

Need something similar for your business?

Tell us in two lines what you need. We come back with questions and an estimate within one business day.

Get a quote

Next project