Cloud ERP Software for Disability Care Organizations

Meet Kinley

Kinley Graham (1)

We don’t just serve nonprofits. We come from them. Today, Kinley is a Pre-Sales Architect at Sparkrock, passionate about helping finance leaders find the right cloud ERP software.

Formerly, Kinley worked as the Director of Finance and later CIO at a nonprofit disability care provider in Ontario. His organization supported people with developmental disabilities through 24/7 residential care, day programs, and a respite network that helped families when they needed it most.

With more than 200 staff, multiple union agreements, and funding from different levels of government, the operation was demanding and constant. Kinley handled payroll, cash flow, IT systems, and scheduling. He needed tools that gave him and his team time back so they could focus on care instead of administrative chaos.

Sparkrock in Action: A Week in Kinley’s Life

It’s not always easy to picture what digital transformation really looks like. That’s why we’ve created a fictional week in Kinley’s life; based on real experiences from his time in the sector. While the days are imagined, the impact reflects what’s possible with the right tools.

MONDAY | Scheduling That Works

It’s Monday morning, and Kinley braces for the usual wave of scheduling headaches. With more than 200 employees across group homes, day programs, and respite care, building a compliant schedule means solving a puzzle that shifts every week. Each union sets its own rules: no overlapping shifts, required rest periods, fixed rotations.

Before Sparkrock, Kinley spent up to three full days each month wrestling with Excel files and fielding questions like, “Why am I double-booked?” or “Why didn’t I get that shift?” After switching to Sparkrock, he built flexible templates that followed union rules automatically.

Now, managers log in and build their own schedules. They fill shifts and make last-minute changes without needing Kinley’s help. When someone calls in sick, the system shows who’s eligible to cover—no guesswork, no delays.

Kinley leans back in his chair and waits for the usual stream of interruptions. Nothing happens. He checks the schedule, smiles at the clean layout, and realizes he has something rare: a quiet moment. He gets up and pours another cup of coffee.

Product Feature: Scheduler & Time Entry

TUESDAY | Time Entry Down to the Individual Shift

Tuesday afternoon, one of Kinley’s teams took a group from the day program on a community outing to the movies. The program was usually funded by the province, but this trip was part of a municipally funded initiative.

With Sparkrock, Kinley didn’t have to guess where the money was coming from or where it was going. Staff time could be tagged to specific individuals and activities, down to the hour.

“I could tell you exactly how much time and cost was spent supporting Johnny this month and even generate a clean invoice for reimbursement. That level of detail made individualized funding possible.”

This kind of dimensionality in Sparkrock meant Kinley could not only track how time was spent but make it easy to recover the right funding and build trust with funders and auditors alike.

Product Feature: Scheduler & Dimensional Finance

WEDNESDAY | Forecasting for Union Negotiations

Wednesday night: union negotiation prep. A new two-year agreement was on the table. The union was pushing for a 2% wage increase, but Kinley knew the ministry had already said “no new money.”

With Sparkrock, Kinley didn’t have to rely on guesswork. He could model how a pay increase would impact staffing levels, calculate where cuts might need to happen, and even run different scenarios in real time.

“I came to the table knowing exactly what the cost difference meant. I could say: this increase will mean letting go of four full-timers and replacing them with part-timers. I wasn’t bluffing. I had the numbers.”

Having that clarity in negotiations changed everything. It gave Kinley more control and gave his team more confidence that decisions were being made with fairness and transparency.

Product Feature: Forecasting & Budget Modeling

THURSDAY | Say Yes to Surprise Funding Without Losing Sleep

Thursday morning, Kinley opened his inbox to great news: the Municipality had last-minute funds, $80,000, available to organizations that could spend it before the fiscal year closed.

This kind of offer would usually cause stress. But not this time.

With Sparkrock, Kinley could immediately see actuals, encumbrances, and commitments across his programs. No scrambling. No second-guessing. Within minutes, he knew how much budget was still open, what was already allocated, and how the new funds could be applied.

“I didn’t have to stay late that night poring over spreadsheets. Sparkrock gave me the data I needed to act fast and make the most of it.”

Product Feature: Encumbrance Tracking & Commitments

FRIDAY | When a Van Breaks Down, the System Doesn’t

Friday morning. Kinley has his coffee in hand. A call comes in: one of the day program vans is out of commission. The team needs to purchase a new one and fast.

Thanks to Sparkrock’s Fixed Asset Management, Kinley already had the details on existing vehicles, depreciation values, and budget allocations tied to the program. He could confidently approve the purchase and update the records, all without disrupting his day.

“I didn’t have to chase paperwork or ask five people for approvals. I had what I needed. Right there.”

Product Feature: Fixed Assets Management

Real Impact, Real Results

Faster, Simpler Financial Reporting: Canadian Museum of History reduced reporting time by 288,000%. What once took three people two full days now takes one person less than a minute. Read the Success Story.
More Efficient Payroll Processes: Action Group eliminated 600 handwritten timesheets every two weeks. Payroll is now digital, and the team has reallocated the equivalent of 1.5 full-time roles to higher-impact work. Read the Success Story.
Quicker Employee Reimbursements: District School Board of Niagara (DSBN) used to take two weeks to reimburse staff. Now it often happens in under a week, with some processed in just 24 hours. Reimbursement time has been cut nearly in half. Read the Success Story.
Streamlined Chart of Accounts: Polycultural Immigrant And Community Services reduced their Chart of Accounts from 42 pages to just 2. Payroll now takes a third of the time it used to. Read the Success Story.
Significant Annual Savings: DNSSAB saves $50,000 per year with Sparkrock 365. They also shortened their reporting timeline from 30 days to just 2. Read the Success Story.

Why Disability Care Teams Choose Sparkrock

Scheduler + Time Entry

Aligns with multiple union rules, tracks hours by program or client, and feeds directly into payroll.
Dimensional Finance Tools

Tag every dollar by funder, project, program, or person; without extra manual steps.
Built-In Forecasting

Model staffing or contract changes against budget to plan with confidence.
Purpose-Built for NPOs

Designed for zero-based budgets and compliance with provincial reporting rules.

Reach out to a Sparkrock Expert today

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"It's just invaluable to validate why we do what we do with our money and time. Our reports have just become more efficient. We are right down to the dollar with our spending. We are more fiscally responsible than ever because we can report accurately to the government."

Janice Gerbrandt

Director of Corporate Services
Rehoboth Christian Ministries

Read about other Success Stories

More Efficient Payroll Processes

Action Group eliminated 600 handwritten timesheets every two weeks. Payroll is now digital, and the team has reallocated the equivalent of 1.5 full-time roles to higher-impact work.
Read their Story
Faster Payments, Bigger Impact: New Directions Streamlines with Sparkrock

By automating foster parent payments and streamlining admin work, New Directions saved hours and scaled operations to support more families.
Read their Story
From Paper to Power BI: How Rehoboth Transformed Finance, HR, and Payroll

Rehoboth Christian Ministries replaced time-consuming manual processes with Sparkrock—cutting payroll from days to hours and boosting reporting accuracy.
Read their Story