RightTouch Solutions
Nonprofit Launch Lab
Service Workflow
From discovery call to fully operational nonprofit — every step, in order.
Discovery
›
Onboarding
›
State & Federal
›
Governance
›
Compliance
›
Grant Readiness
›
Extras
What Each Phase Covers
Phase 1
Discovery
30-min intake call → folder creation → proposal → signed agreement → retainer invoice. The prospect officially becomes a client.
5 steps
Phase 2
Onboarding
JotForm intake → authorization forms → name availability → kickoff call → kickoff summary → IRS 1023 prep begins.
6 steps
Phase 3
State & Federal Filings
Texas SOS Form 202 filing + EIN creation. Runs concurrently with onboarding while client completes intake.
2 steps · concurrent
Phase 4
Governance
Bylaws review & memo → board expectations doc → gap analysis → program-to-framework reframe. Triggered after 501(c)(3) acceptance.
4 steps
Phase 5
Compliance Infrastructure
Annual policies (COI, Whistleblower, Independence) → SOP framework → Google Workspace cloud storage setup.
3 steps
Phase 6
Grant Readiness
20-question grant bank training → basic grant tracking database via Excel. Positions org for first funding conversations.
2 steps
Phase 7
Extras & Deliverables
W9 creation, donor sample letter, quick grant research tool, working vs. governing board video, sample program budget.
5 items
Pre-Client Steps
Step 1
Discovery Call (30 min)
Client shares organization background, current hiccups, and needs. RTS presents services, approach, and process. Call ends with client understanding cost and expectation that a proposal will be sent by end of day.
RTS + Prospect
↓
Step 2
Folder Creation
RTS creates a dedicated folder for the prospect and documents key information pulled from the call — in anticipation of the prospect moving to client.
RTS Internal
↓
Step 3
Proposal Drafted & Sent
RTS pulls intel from the call and experience to create a branded proposal for the prospect — sent same day.
RTS → Prospect
↓
Step 4
Proposal Signed
Client signs the proposal within the platform. Upon signing, the document acts as both the contract and the engagement guide.
Client Action · Binding
↓
Step 5
Invoice Sent
An invoice for at least the $500 non-refundable retainer is sent. Upon payment, the prospect officially becomes a client and onboarding begins.
RTS → Client
Client Intake
Step 1
Pre-Filled Onboarding Form
A JotForm is sent to the client to gather information and documents needed to jump-start the engagement. Sent via a client-only link inside an email template.
JotForm · Client Completes
Step 2
Authorization Forms
RTS sends branded authorization forms allowing RTS to officially act on behalf of the organization. Covers: Google for Nonprofits, IRS, Secretary of State, Candid, Charity Navigator.
JotForm Sign · Client Signs
RTS Internal (Concurrent)
Step 3
Name Availability Search
While the client completes intake, RTS checks that the organization's name and domain are available — Texas SOS and domain registrar.
RTS Internal · Concurrent
Kickoff & Roadmap
Step 4
Kickoff Call Scheduled
After the intake form is completed and reviewed, an email is sent to the new client to schedule the kickoff call — to fully discuss the engagement.
RTS → Client
↓
Step 5
Kickoff Call Summary
3–7 days after the kickoff call, a branded summary of the full engagement is sent to the client as a roadmap. Copy is also filed in the client folder.
RTS → Client · Saved to Folder
↓
Step 6
IRS 501(c)(3) Application
Information from the kickoff summary and onboarding intake is used to prepare and submit IRS Form 1023 (or 1023-EZ) for 501(c)(3) formation.
IRS Filing · Core Deliverable
Concurrent with Client Onboarding
Filing 1
Secretary of State — Form 202
RTS immediately files all required forms for nonprofit state formation with the Texas Secretary of State. This happens in parallel while the client completes the intake form.
Texas SOS · RTS Files
Filing 2
EIN Creation
RTS applies for the Employer Identification Number (EIN) online through the IRS. Required before opening a bank account or filing for tax-exempt status.
IRS Online · RTS Files
📌 Timing Note
State formation (SOS) and EIN creation happen concurrently with the client onboarding steps — while the client is completing the JotForm and authorization forms. These are RTS-driven and require no client action to initiate.
⏱ Trigger Point
This phase begins after 501(c)(3) formation acceptance from the IRS. The steps below build out the governance infrastructure the organization needs to operate with confidence.
Board & Structure
Step 1
Bylaws Review & Adoption Memo
RTS reviews all submitted bylaws for IRS compliance and readability. Delivers a full review memo noting all changes and outstanding items, plus an adoption script for the board president following the most current Robert's Rules of Order.
RTS Deliverable · Board Action Required
↓
Step 2
Board Expectations Document
RTS works with the board chair to create a Board Expectations document for all board members to sign. This becomes part of the organization's annual compliance checklist going forward.
Annual Compliance Item
↓
Step 3
Board Gap Analysis
RTS sends the branded Board Gap Analysis document to all board members. This gives the board a visual representation of the skills and assets currently at the table — and what's missing.
RTS Tool → All Board Members
↓
Step 4
From Program to Framework
RTS works with the board chair to reframe how the organization's story is told — shifting from listing individual activities to organizing programs into strategic pillars that resonate with funders and communities alike.
Strategic Reframe · RTS + Board Chair
Policies & Procedures
Step 1
Annual Policies (Big Three)
RTS drafts the three core annual policies every IRS-compliant nonprofit must have: Conflict of Interest Policy, Whistleblower Policy, and Board Independence Disclosure.
IRS Compliance · Annual Review
Step 2
SOP Framework
RTS creates a foundational SOP framework for the organization — including a Policy on Creating Policies — giving the org a jumping-off point for all future internal documentation needs.
Internal Governance
Digital Infrastructure
Step 3
Google Workspace Cloud Storage
After a successful Google for Nonprofits application, RTS assists the organization with naming conventions, folder architecture, and retention policies for their shared Google Drive.
Google for Nonprofits · RTS Setup
Funding Preparation
Step 1
Grant Question Database
RTS provides the organization with a 20-question bank designed to assist with grant applications. RTS also trains the organization on how to best use and customize the tool for their voice and programs.
RTS Tool + Training Session
Step 2
Grant Tracking Database
RTS provides a basic grant tracking database via Excel, giving the organization a visual representation of grant opportunities, deadlines, status, and outcomes.
Excel Deliverable
Included Deliverables
W-9 Creation
RTS prepares the organization's W-9 form — needed for receiving payments, grants, and vendor relationships.
Document
Donor Sample Letter (Draft)
A sample donor acknowledgment or solicitation letter the organization can adapt for their own fundraising communications.
Template
Quick Grant Research Tool
A reference tool to help the organization quickly identify aligned grant opportunities on their own between RTS sessions.
Tool
Working vs. Governing Board Video
An educational resource explaining the difference between a working board and a governing board — a critical concept for boards in growth mode.
Educational Resource
Sample Program Budget
A template program budget the organization can use as a starting point when structuring program costs for grants and internal planning.
Template