Frequently asked questions.
Everything about how WhatIF Machine works, what it costs, and how your data is handled.
Getting Started
What does early access mean?
WhatIF Machine is built and running — every tool described on this site works today, with real financial data. What it does not have yet is a long list of organizations using it. We are onboarding a small number of nonprofits now, which means direct access to the person building it, fast fixes, and real influence over what gets built next. It also means you may run into a rough edge before we do. Your data is handled the same way it would be at any stage — see the Trust page for specifics.
Does this replace my bookkeeper or accountant?
No — unequivocally. WhatIF Machine is a tool, not a replacement for professional financial judgment. Human review matters, especially for anything going to your board, a funder, or the IRS. In fact, bookkeepers, accountants, and CFOs can get real use out of WhatIF Machine themselves — it's a faster reporting and analysis layer on top of the work they're already doing, not a substitute for their expertise.
Who is WhatIF Machine built for?
WhatIF Machine is built with the Executive Director in mind — the person wearing every hat, including the financial one. It's also useful for board treasurers who need clarity without QuickBooks access, CFOs who want a faster reporting layer, bookkeepers and accountants looking to save time on recurring reports, and development directors who need financial context for grant writing.
Do I need an accounting background to use this?
No. WhatIF Machine translates your financial data into plain English — health scores, trend narratives, and direct answers to questions like "why did our expenses spike in March?"
How long does setup take?
Most organizations can be up and running the same day. Upload your income statement and balance sheet (PDF or spreadsheet), or connect QuickBooks, and your Dashboard populates right away.
Is there a free trial?
Yes — 14 days, no credit card required.
Documents & Data
What kinds of documents can I upload?
Both financial and organizational documents. Financial documents include income statements, balance sheets, and Form 990s. Organizational documents — like your strategic plan, annual report, newsletters, or program materials — can also be uploaded to give Ask WhatIF and Grant Writer richer context about your mission and programs, not just your numbers.
Do I need QuickBooks to use WhatIF Machine?
No. You can upload financial statements directly as PDFs or spreadsheets. QuickBooks sync is available on Core and above for organizations that want automatic updates, but it's optional.
If I connect QuickBooks, can WhatIF Machine change anything in my books?
No. The integration is strictly read-only. WhatIF Machine can see your financial data to generate reports and insights — it never writes to, modifies, or alters your accounting records.
What if my bookkeeper or accountant is worried about giving access to another tool?
That's a reasonable concern, and it's exactly why the integration is read-only by design. Your bookkeeper keeps full, exclusive write access to your books.
Security & Privacy
How secure is our data?
WhatIF Machine is built on Base44, a platform that is SOC 2 Type II and ISO 27001 certified, with regular independent penetration testing. All data is encrypted in transit (TLS 1.2/1.3) and at rest (AES-256), and a Data Processing Agreement is available on request. See our Trust page for full detail.
Do you sell or share our data?
No. Never. We do not sell your data to third parties, and we don't use it for advertising.
Is our data used to train AI models?
No. The AI providers we use are contractually prohibited from using your data to train their models. Your documents are never used to train AI that's shared with other customers or companies.
What happens to our data if we cancel?
You can delete your organization's records from within the platform at any time. To permanently remove uploaded source files from storage, contact us and we'll process the deletion. We don't automatically purge your data on a fixed timeline — you stay in control of when it's removed.
Can we export our data if we leave?
Yes — you can export your financial data and generated reports at any time.
Pricing & Billing
Can I switch plans later?
Yes — upgrade or downgrade at any time. Changes are prorated for the remainder of your billing cycle.
What's the difference between monthly and annual billing?
Annual billing works out to roughly 2 months free compared to paying monthly — see the Pricing page for exact per-tier savings.
How does annual billing work?
Annual plans are billed in full, upfront, for the year. Annual subscriptions are non-refundable, including partial refunds for unused months — please choose the billing cycle that fits your organization's budget planning.
Is there a contract or commitment?
Monthly plans are month-to-month with no long-term commitment. Annual plans are a 12-month commitment, paid upfront.
We manage finances for multiple organizations or chapters — is there a plan for that?
Reach out directly and we'll talk through what makes sense for a multi-organization or enterprise setup.
What happens if we go over our Ask WhatIF question limit on Starter?
You'll see a notice as you approach your monthly limit. Wait until next month's reset, or upgrade to Core for unlimited use.
Support
What kind of support do you offer?
Direct email support at hello@whatifmachine.ai — real people who know the product, not a support queue.
Do you offer onboarding help?
Yes — reach out and we'll walk your team through setup.
Comparison
How is this different from other nonprofit financial platforms?
Many nonprofit financial platforms are built for larger organizations with dedicated finance teams, often starting well into the thousands of dollars per year and requiring integration with an existing accounting system to function. WhatIF Machine is built for the ED-run organization without a dedicated finance team — no accounting system required, and priced accordingly.
We already use QuickBooks reports. Why do we need this?
QuickBooks tells you what happened. WhatIF Machine tells you what it means — plain-English health scores, board-ready narrative, grant-ready financial context, and direct answers to the specific questions your board or funders will actually ask.
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