QuickBooks for Nonprofit Organisations Training Course

Participants can build coding structures that support funds, programmes, grants and management reporting.

• Chart-of-accounts architecture for assets, liabilities, income, expenses, and net assets
• Class tracking for programmes, departments, funds, and functional expenses
• Projects feature for grants, contracts, campaigns, and restricted activities
• Customer and donor records linked to grants and receivable balances
• Naming conventions that preserve report clarity and audit traceability
• Opening-balance conversion checks for existing QuickBooks nonprofit files

Participants can record nonprofit income using clear revenue, receivable and restriction coding.

• Cash donations recorded with donor, fund, class, and campaign coding
• Pledge receivables and allowance entries for conditional and unconditional promises
• Restricted grant receipts posted to appropriate income and liability accounts
• Membership dues separated between contribution and exchange-service components
• Programme fees, ticket income, and sales-tax considerations where applicable
• In-kind contributions documented using valuation evidence and approval records

Participants can maintain restricted-fund balances and record releases when conditions are met.

• Restriction schedules linking donor terms, approved budgets, and expenditure evidence
• Temporary restricted balances monitored through dedicated accounts and classes
• Release-from-restriction journals matched to eligible programme expenditure
• Conditional grants tracked separately until measurable conditions are satisfied
• Board-designated reserves distinguished from donor-restricted net asset balances
• Negative fund balances investigated through coding, timing, and budget analysis

Participants can record expenditure consistently and report costs by programme and function.

• Supplier bills coded to natural accounts, classes, projects, and restrictions
• Functional expense categories: programme services, management, and fundraising
• Shared-cost allocation bases using payroll, headcount, floor space, or usage
• Payroll journals allocated across programmes using documented timesheet evidence
• Prepayments, accruals, and deferred expenditure processed through month-end journals
• Purchase approvals matched to budgets, grant rules, and supporting documents

Participants can control cash activity and reconcile nonprofit balances with supporting evidence.

• Bank feeds reviewed before accepting automatic transaction categorisation suggestions
• Deposit workflows separating unrestricted, restricted, and third-party funds received
• Undeposited funds accounts used for batch collections and payment processors
• Bank reconciliations completed with outstanding items and reviewer sign-off
• Clearing accounts reconciled for payment gateways, payroll, and credit cards
• Cash forecasts built from grant receipts, payroll, commitments, and programme plans

Participants can compare grant budgets with actual expenditure and prepare funder-ready reports.

• Grant budgets entered by account, class, project, and reporting period
• Budget-versus-actual reports filtered for individual grants and programmes
• Allowable-cost checks against grant agreements and approved budget categories
• Indirect-cost recovery calculated using agreed rates and allocation bases
• Variance explanations supported by transaction detail and programme evidence
• Funder report mapping from QuickBooks accounts to required report headings

Participants can produce and interpret reports for trustees, management, donors and auditors.

• Statement of activities reports presented by restriction and functional classification
• Statement of financial position reviewed for liquidity and fund availability
• Statement of functional expenses prepared from class and account coding
• Custom report groups aligned with trustee pack and management requirements
• Budget-to-actual dashboards focused on programme delivery and funding status
• Report customisation controls protecting approved layouts and calculation logic

Participants can apply QuickBooks controls and complete a disciplined nonprofit month-end close.

• User roles assigned using segregation-of-duties and least-privilege principles
• Approval workflows for bills, payments, journals, and expense claims
• Audit log reviews identifying changed transactions and deleted supporting evidence
• Document attachments retained for grants, invoices, contracts, and approvals
• Month-end close checklist covering reconciliations, accruals, reviews, and reporting
• Period lock dates applied after management review and authorised adjustments

Participants can prioritise practical improvements to their organisation's QuickBooks setup and reporting cycle.

• Configuration gap analysis against nonprofit reporting and control requirements
• Data-cleanup priorities for duplicate suppliers, donors, accounts, and classes
• Migration decisions between QuickBooks Desktop and QuickBooks Online editions
• Standard operating procedures for transaction coding, approvals, and corrections
• Reporting calendar aligned with payroll, grants, trustee meetings, and audits
• Ninety-day application plan with owners, deadlines, and review checkpoints