In QuickBooks Online, you can modify the standard sales forms to enter donations you receive. Here’s how you can do that:

Step 1: Change the title of a standard sales form

  1. Select the Gear icon at the top
  2. Under Your Company, select Custom Form Styles.
  3. Find the form you want to edit, then select Edit in the Action column.
    Don't see the form you want to edit? At the top right, select the New style drop-down, then choose which form you'd like to change the title for.
  4. Under Design, give your custom template an appropriate name (example: Donations template).
  5. Select the Content tab.
  6. At the header section of the form, select the pencil (edit) icon.
  7. Under Content, check Form names.
  8. Change the name of the Invoice or Sales Receipt to "Donation."
  9. Select Done.

Important: Replacing the Form name only changes the title on the form itself. The term Invoice or Sales Receipt is still used in the rest of QuickBooks Online.

Step 2: Record donations received

As a Sales Receipt

If you need a printable receipt, record donation as Sales Receipt.

  1. Select the Plus icon (+) at the top.
  2. Under Customers, choose Sales Receipt.
  3. At the bottom, select Customize, then choose your donations template.
  4. Enter the donation details, then select Save.

As a Bank Deposit

If you don't need a printable receipt, record donation as Bank Deposit.

  1. Select the Plus icon (+) at the top.
  2. Under Other, choose Bank Deposit.
  3. Under Add other funds to this deposit, enter the donation details.
  4. Select Save and new or Save and close.

As an Invoice

If you need to keep a running register for each donor, record donation as Invoice, then Receive Payment. Using this process will run transactions through Accounts Receivable, creating a register for each donor.

To record the invoice:

  1. Select the Plus icon (+) at the top.
  2. Under Customers, choose Invoice.
  3. At the bottom, select Customize, then choose your donations template.
  4. Enter the donation details in the form.
  5. Select Save.

To receive payment:

  1. Select the Plus icon (+) at the top.
  2. Under Customers, choose Receive Payment.
  3. Select the donor.
  4. Under Outstanding Transactions, choose the invoice or donation received.
  5. Once done, select Save and new or Save and close.
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