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Configuring QuickBooks for Use in a Nonprofit: Using "Customer/Jobs" and "Classes" Utilities

Configuring QuickBooks for Use in a Nonprofit: Using "Customer/Jobs" and "Classes" Utilities

  • Comments 15
  • Can you tell me where can I find all six steps (the blogs)?

  • Hi npwa,

    If you click on the tag "QuickBooks" at the bottom of this post, you'll be able to see all four posts in the series (that covered the six steps) as well as other QuickBooks related content and webinars.

    Here's the link: forums.techsoup.org/.../QuickBooks

    Hope that helps!


  • In addition to this blog series, Mark conducted a webinar with TechSoup. You can view the archived recording here along with a variety of the resources, samples, and sites he recommends for learning more.


  • If you set up classes based on various programs the nonprofit is involved in, how then do you distinguish admin, development versus program expenses?

  • I have been using QuickBooks for five years and gone to a few trainings--and bought the book. This is the first true explanation of what the heck customers/jobs are for a nonprofit. Thanks so much.

  • Npsahm, this would be a great question for the TechSoup Community. forums.techsoup.org/.../20.aspx

  • Your take on classes here doesn't seem to be fully consistent with the UCOA's approach, which you mention in setting up accounts in the first post. Breaking out programs like this makes sense, but shouldn't you also have classes for fundraising and management and general (and possibly common costs)?

  • thanks, this is great. My big question is how to see the employers payroll costs divided into classes (projects). Also worker comp payments.

  • RE: The Labor Distribution in a Nonprofit. If you are using QuickBooks payroll you would create the labor distribution using the Jobs and Classes you setup originally. I have many clients who use an outside payroll service. For those clients using an outside service I create a labor distribution "matrix" using a spreadsheet software. I setup the Jobs and classes along the horizontal axis and the names of each employee along the verticle axis. I insert the perentage distribution for each employee at each coordinate cell. Once I do this, I schedule a meeting withe the Payroll Company and ask if they can setup the payroll based upon the labor distribution I setup. Normally this is easily done by the payroll company. What normally happens is that the Payroll company sets up screens in their software that allow the Nonprofit to process payroll using the jobs an classes setup in implementation, It also allows for the flexibility to add new jobs and classes and more importantly to change the percentages for each employee as the Nonprofit gains and loses old and new jobs and classes. Hope this helps.

    Mark McCallick, CPA.CITP

  • We have a donor called City Grant - which is in QuickBooks as a customer.  We also have a group of customers and expenses that we want to follow and generate reports for a project called Art Trifecta.  We also have Art Trifecta set up as a customer job, but if we use it as the customer when we receive revenue from the City Grant, we can no longer track those funds under the City Grant customer.  How can we keep City Grant as a customer and also print reports for the Art Trifecta project.

  • Don,

    Thank you for your e-mail. It is very difficult to give good advice to readers when I only see a bit of the issue over which they are concerned.

    Based upon the information you sent, I think your issue is that you have your Customer/Job and Class utility incorrectly setup. As my blog explains, use the Customer/Job utility for Funders or Funding sources (see blog for example of this). Next, define your “programs, events, what you do”. These things should be setup as a Class (see blog for examples). Therefore, it looks like you have correctly setup “City Grant” as a customer. Customer/Jobs under this City Grant customer should be the actual individual grants given each year (or whatever time frame they grant you funds). So you might have City Grant as the Customer and 2016 City Grant as the Job underneath this customer. Next I would consider setting Art Trifecta up as a class – it clearly not a funding source. It sounds like an event funded by many different funding sources. If you set up City grant as a customer job and Art Trifecta as a Class you can run reports for each funder of the Art Trifecta (P&Ls).

    Hope this helps – hard to give good advice without seeing the whole database.

    Mark McCallick, CPA.CGMA

  • Looking for help with QuickBooks online version.  It doesn't have Jobs under the Customers/Donors.  Thanks.  New user to online nonprofit version.

  • Hi PureExistence,

    I've posted your question over in the forums here: forums.techsoup.org/.../41482.aspx

    You may want to check back in a few days; someone may know the answer to your question and post a helpful answer.

    We also have these resources available:

    1. QuickBooks Online free webinar (a link to the recording should be available on this page soon): cc.readytalk.com/.../meetingArchive

    2. QuickBooks Made Easy training: www.techsoup.org/.../quickbooks-online-made-easy-for-nonprofits---the-essentials-(discounted)--G-49679--

  • QB Garage and others, I've read, offer an alternative to fund accounting in QB. www.qbgarage.com/does-quickbooks-support-true-fund-accounting. Their recommendation is to use Classes for the source of funds. Can you comment on this method?

  • Can you used Quickbooks desktop or pro for nonprofit?  I got excited at the heading configuring Quickbooks for use in a nonprofit, but I need to confirm which version you are referring to.

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