QuickBooks for Churches

Accounting Software for Small Churches and Nonprofits

I love QuickBooks (QB)! I use it for my small business and it does everything I need and more.

I have set up churches in QB and have found it works well for them as well...with a little adjustments.

A must have for everyone that has or is thinking of running QuickBooks for their church. Walks you through QuickBooks from start to finish, complete with examples, terminology, and everything a busy church administrator or bookkeeper needs to know.

For the Desktop QB: Click here for more details!

For QuickBooks Online (QBO): Click here for more details!

~Attention: Use Coupon Code: "FCA" for a 10% Discount!

Using  QuickBooks for Churches and Nonprofits:

QuickBooks for Churches and Nonprofits

Let me lay a little ground work here first...

If you are a start up church or a small church...without many assets and liabilities...

single entry bookkeeping...such as my accounting spreadsheets may work for fine for you.

However, double entry bookkeeping is always the best option...if possible. See this page on basic accounting for the difference between single and double entry bookkeeping.

For those who do have it in their budget for accounting software, I recommend doing some extensive research before choosing your software.

See this page for some tips to help you decide which software is the best accounting software for your church or nonprofit.

Free QuickBooks® Software

Intuit has a great offer for eligible charities, including American churches! See more on this Quickbooks Offer.

Like I stated above...I have set up several churches in the desktop and online version of QuickBooks and like the extensive reporting capabilities among other things with the software. 

Here is some of the things I have discovered while working with this accounting software.

  • QB is best for small churches and non-profit organizations with operating budgets of less than $1 million, that have different grants and/or funds that need to be tracked separately, and that have small payrolls.

Features I like with QuickBooks:

  • Less expensive
  • QB Centers along with icons make it easy to access frequently used functions.
  • Can password protect it.
  • Handles bills, payments, and bank reconciliation easily.
  • Great budgeting tools
  • Computes and processes payroll and its taxes...for an additional cost.
  • Prints Checks
  • Compatible with Microsoft Office (Word, Excel, Outlook, etc)
  • Can use it on the go with the online edition

Features I dislike with QuickBooks:

It is built for "for-profits"! So...it not set up properly for fund accounting...it can turn into a nightmare!

If you are going to use QuickBooks Pro or QuickBooks Online to its fullest potential do one of these 2:

  1. Order and faithfully follow Lisa London's instructions in her How To books for QuickBooks. See more information on those books on this page.

  2. Or hire someone familiar with setting up QB or QBO for churches and can train you how to use it effectively. See more information on my Set Up and Training services.

Features I like about the Premier Nonprofit Edition:

  • Tracking donors and contributions
  • Creating personalized letters and envelopes for donors
  • Tracking budgets and finances by program
  • Preparing IRS Form 990 or Form 990-EZ
  • Creating other reports specifically for non-profits
  • Can create a Statement of Financial Position (Balance Sheet) by class (funds)

Features I dislike about the Premier Nonprofit Edition:

  • It's expensive
  • Non-accountants can be confused with QB terminology, with donations recorded as sales receipts, and pledges booked as invoices.

In a nutshell, I believe QB can be an affordable option for many small churches and nonprofits. Once it is set up PROPERLY -- volunteers with little or no accounting knowledge can easily use it.

The difficult part is setting it up correctly. If your church can afford it, I highly recommend using someone (like me=) that is very familiar in church or nonprofit accounting to set it up for you AND train you how to use it effectively. That way it will be done correctly and saves possible headaches down the road. 

However, if hiring someone to set up your QB or QBO is not an option due to a limited budget. There is still a way for you to set it up and enjoy all the benefits of this very effective accounting software.

Purchase Lisa London's QuickBooks for Churches. Lisa is a CPA and has written this book that is a must for anyone setting up or even maintaining a QuickBooks file for churches.

Lisa will walk you through DESKTOP QB from start to finish, complete with examples, terminology, and everything a busy church administrator or bookkeeper needs to know.

The book is written for beginner and advanced church bookkeepers alike, in a friendly and easy-to-understand style. It includes:

  • Step-by-step instructions on how to set up QB and utilize it more efficiently for your church
  • Valuable tips on how to make QB work better for churches, both large and small   
  • Numerous illustrative screenshots and time-saving shortcuts

QuickBooks Online® for Churches and Not-for-Profit Organizations 

This book contains hundreds of screenshots that helps you set up and use QuickBooks Online (QBO) effectively.  

Topics include:

  • Procedures to guard against theft and errors
  • Designing a chart of accounts (with examples for different types of nonprofits in the appendix)
  • Converting a desktop QuickBooks organization into QBO
  • Tracking donor gifts and grants
  • Importing donor and vendor contact information
  • Receiving money, paying bills, and tracking credit card charges
  • Reconciling accounts
  • Budgeting
  • Designing management reports
  • Month-end and Year-end procedures
  • Tracking fundraisers, in-kind donations, volunteer hours
  • And so much more!

Click to read more on this great resource book!

Note: FreeChurchAccounting readers can enjoy a 10% discount by using the code: "FCA" on all FreeChurchAccounting products and Accountant Beside You products!

QuickBooks for Nonprofits available:

Lisa has now written a book just for setting up and using QuickBooks for nonprofits.

Using QuickBooks® for Nonprofit Organizations, Associations & Clubs shows the reader how to set up and use QB in a nonprofit environment.

Geared toward people with or without QB experience.

Not only does Lisa take you through how to set up QB and utilize it more efficiently for your organization, but she also covers everything you need to know to implement controls and procedures to ensure that your money is always protected.

The step-by-step instructions and hundreds of screen shots explain how to:

  • Manage member dues, fundraisers, and trips
  • Track grants and contracts
  • Allocate overhead to programs & grants
  • Set up internal accounting controls to protect the money
  • Customize forms
  • Track volunteer hours
  • and much more.

Using QuickBook for Nonprofit Organizations, Associations, & Clubs includes sample charts of accounts for associations, PTAs, private schools, scouting troops, and civic groups.

Comments...

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Keep the title as short as possible, but interesting enough to make people want to click on your title.

Then click on the link below it that says: Click here to see the rest of the form and complete your submission.

Write your post.  Elaborate and give all the details necessary to properly convey your meaning or question,

Please be aware that with my Bookkeeping company, building and maintaining web sites, and my volunteer work at my church, I cannot possibly answer and comment on every submission.

However, your opinions, questions, and comments are very valuable to me...so I will try to answer questions when I can, but I am relying on the goodness of others to help here:)

Important! Comments used to go live without my approval. I would have liked to keep it this way, but there are some that take advantage of that. As a result of their blatant disregard of my request to stop posting their spam on this site... I now must approve comments first. I apologize for this inconvenience and will post your comments asap.

Note:  Please use site search before posting a question. This site has over 1500 pages, so your question may have been asked and answered already. Google has also started penalizing me for duplicate content so I can no longer post questions that have already been posted.



QuickBooks

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Archive of QuickBooks Questions and Comments

The following comments, tips, and Q/A were provided by FreeChurchAccounting's generous readers:

year-end record of contributions 
How can I make and print a year-end record of contributions for all donors?

Switching from Church Windows to QuickBooks 
Has anyone out there used Church Windows accounting software for their accounting at their church? We have had a lot of issues with CHURCH WINDOWS. …

QuickBooks Online 
I use QuickBooks Online. Is there material available specifically for using QB Online for a small church with Grant contracts? Vickey's Reply

Quicken Business vs. Quickbooks Pro for a church preschool 
I've been our church's preschool bookkeeper for a year now. I'm mostly self-taught when it comes to bookkeeping. When I started they had been using Quicken …

Way too expensive! 
I have used Quick Books for years for my church accounting. In the beginning it was wonderful. Not expensive and supported free for a year. Now …

Our church began on-line Tithing this last September..HELP! 
Our church began taking on-line payments from our church website though Paytrace which deposits credit card payments into a separate checking account that …

Church New to QuickBooks 
We are currently using Quicken for a small church and I enter all of my entries by hand as the church is a little averse to the electronic downloading. …

converting quickbook pro to the non-profit version? 
What is the conversion (upgrade) process from QuickBook Pro to the Non-profit version?

how do you handle pre-paid pledges? 
Each spring we have a pledge drive, asking members to commit to a specific amount they plan to give in the next fiscal year (July - June). Some like to …

web hosting with quickbooks 
We currently are using Quickbooks Pro 2013 and go through a web hosting company to access QB. Is the web hosting necessary? There is of course a cost, …

first time giver report 
How do you create a list of first time givers?

Class Tracking List Samples 
I would love to see some sample list of classes in QuickBooks. I want to see how everyone is setting up their hierarchy. I am new to using this feature …

Recording fundraising transactions in Quick Books 
As a fundraiser for our school, the Church purchases Gift Cards in bulk thru GL Scrip Program. Our cost is less than the face value for which the cards …

How do I set up members and enter their contributions into Quickbooks Pro 
How do I set up members and enter their weekly contributions into Quickbooks Pro 2014 under customer/transaction section?

Could you please elaborate on the benefits of class tracking? 
I understand the desire to keep track of funds, but am not sure of the benefits of using class tracking to do it. What do you think of setting up separate …

recording non-cash contibutions in QB Premier Non-Profit 2013 
How do I enter a non-cash contribution ie. a person buys cups for $12.50 and wants to donate them, but the church needs to track the expense.

Should Quickbooks Funds/Classes have beginning Balances? 
I have just been appointed Treasurer/Bookkeeper of a church which converted to Quickbooks Pro as of July 1, 2011. They set up the "classes" as the …

Donor Receipts in Quickbooks Non-profit 
I am having a difficult time finding an appropriate report for a donor receipt. Especially one that gives the year-to-date amount as part of the receipt …

Tracking Pledges 
We use QuickBooks Online for the Operating Account in my church of about 100 members. I am the treasurer, and have a question about tracking pledges. …

Setting up donors in Quickbooks 
I've noticed where I can add contributors to our Church as customers in Quickbooks, but when I practice and add some receipts to see how it works, I am …

Is QuickBooks Overkill for a Small Church? 
I have recently been asked to serve as church treasurer for a small church in a small south Texas town. Average regular Sunday worship attendance …

Using Quickbooks to Track Various Funds  
We use Quickbooks to manage the Church budget but within the budget we have line items for various ministries and each of those could have a fundraiser …

Quickbooks for Churches and NonProfits 
I'm curious about using the Quickbooks setup with equity accounts. I have a number of funds - church, school, capital campaign, youth group - for starters. …

quickbooks 2011 non profit 
Has anyone used this version? I am taking over for a very small church accounting. I want something fast and simple as I work about 50 hours a week at …

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QuickBooks Online Plus 
Is anyone using this version of QuickBooks? We are a quickly growing church (1200+ weekend attendance)with 2 users and no inhouse server, so we are considering …

Fund Accounting in Quickbooks 
Question regarding class tracking in Quickbooks: Which method do you recommend for a small church to use that has Quickbooks software? I'm trying to …

Windows Vista? 
I am just starting as the church treasurer. Is Quick Books for Churches and non profits software compatible with Windows Vista? Thank you.

need to update 
is there a free update for quickbooks 2011? I have Windows 10 and it suddenly stopped working

Track Group activites and payments quarterly 
The church has five ministry groups that meets quarterly and need to turn in reports. each ministry has 5 to twelve tribes that need to be submitted …

Compatibility  
Which other QuickBooks products will open and read a data file created in QuickBooks Pro 2016?

Annul receipts for Donner for QB Not for profit 2015 
I have QB 2015 for not for profit. I want to send annual contribution receipt to all donors. I get summary for all donors BUT can not generate a receipts …

Quicken for Membership Records? 
I was wondering... could I possibly use my existing Quicken program for my Membership? If so, can anyone advise how to go about doing so? Thanks for …

Quickbooks for Church giving 
Right now we put weekly giving into an Excel spread sheet, and the book keeper then puts it all into RollCall, (we have 3 church locations). I wanted to …

Now available as a donation! 
I found out yesterday that Techsoup.org now offers the non profit version as a donation! There is an administrative fee, but it is SO much cheaper for …

Unique Identifier 
Does Quickbooks have a unique identifier for each customer? Like an email address or a donor id? We are looking to allow more giving options on our …

how to use quick books in a school 
How do i post school fees in quick books and reconcile the school fees in quick books if i am using quick books in a school?

Quickbooks Upgrade 
Hi I have been using Quickbooks Pro for a while - the 2008 version (I know, right!) and am about to upgrade to the 2014 version. I was going to get …

Quickbooks Pro vs. Premier for Non-Profits 
I have QB Pro 2012 and I'm thinking about upgrading to Premier because it's industry specific (NonProfit). My main question is if I did this, would I …

Payroll 
Does this edition have payroll capabilities?

Printing Reports for Church Giving 
I am financial secretary of a small church. We have Quickbooks Nonprofit. This is my first time to print individual donor reports for income tax …

Item List in Quickbooks 
What should the item list in Quickbooks be used for in a Church's accounting system? And how would it differ from the class list? Or would it? Know

How to I transfer money from the church savings account into the general fund? 
I'm trying to transfer funds from savings into checking then to the general fund so that all accounts can show that the transaction took place. I'm using …

Will Quickbooks or Quickbooks Pro automatically keep running balances on general ledgers 
You suggested that since I have a lot of expense accounts that I should purchase double entry such as Quckbooks. I noticed on your spreadsheets GL …

Quickbooks and Fund Accounting 
Question on fund accounting in QuickBooks: Thanks so much for your site! I am the secretary for a small church and am responsible for helping our new …

QuickBooks  
How much instruction and examples does this program provide for setting up the churches records in quick books? If I choose to purchase this and quick …

Fund "Balance Sheet accounts" within Quickbooks class accounting 
In your Fund Accounting book, when using Quickbooks, the Class Tracking is recommended. Having done that I see how to run P&L type reports but is there …

Quickbooks for Church Use 
Can Quickbooks be used to track individual giving by members? Answer You can keep track of individual contributions by entering each member …

Quickbooks User. 
Question regarding QuickBooks: Hello, I'm the bookkeeper for a local church in Rogersville, MO. I've been reading your site and it's given me several …

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The comments above are for general information purposes only and do not constitute legal or other professional advice on any subject matter. See full disclaimer.

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