QuickBooks is one of the most popular accounting software for small sized organizations. It is easy to learn and use, and can create useful basic reports like balance sheets. While it is not the only accounting software option for non-profits, nor even the best one, it is worth considering for small non-profits.
QuickBooks is best for non-profit organizations:
- with operating budgets of less than $1 million,
- that could use some donor-tracking information, but do not need robust fundraising software
- that have different grants and/or programs that need to be tracked separately
- that have no or small payrolls
QuickBooks Features
Both QuickBooks Premier Nonprofit (which is customized for non-profit organizations) and the considerably cheaper QuickBooks Pro software have many of the same features:
- Can purchase discounted licenses for up to five separate users, with tailored access levels
- Tracking Income and expenses
- Printing Checks
- Computing payroll taxes
- Reading bank transactions downloaded from the internet
- Creating Invoices and purchase orders
- Compatible with Microsoft Office (Word, Excel, Outlook, etc)
PC users have to option of getting QuickBooks Premier Nonprofit. This Edition of QuickBooks has various features made especially with nonprofits in mind:
- 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
As with most software, most users only use a fraction of the available tools in the QuickBooks programs. And most users do not find the Nonprofit features to be worth the extra cost. Many of the features are the same in both versions of QuickBooks, but with different labels. What the nonprofit version calls “donors” is simply a “customer” in the Pro version, and “invoice” becomes a “pledge”.
Customer Support
The Quickbook software comes with various self-help options. Free callback support is available for 30 days after registering the software; however, customer support is uneven. Also, currently, Intuit (QuickBook’s maker) stops providing customer service for software more than three years old.
Setting QuickBooks up
While setting up the basics is easy with QuickBooks, this is not an activity to be taken likely. Before installing the program, map out what the non-profit needs to keep track of, and how best to do so (or have an accountant sit down with whoever will be keeping the non-profit’s books). Changes can always be made after the fact, but that is cumbersome and time-consuming. QuickBooks also allows changes to be made to activities previous tax years, which makes accountants cringe.
Bottom Line
If the non-profit is small and has only basic accounting needs, the bookkeeper/accountant for the non-profit is familiar with QuickBooks, or there is another compelling reason why the organization wants to use QuickBooks, by all means, buy it. QuickBooks Pro (with Payroll, if needed) will probably suit the organization's needs about as well as the Premier Nonprofit Edition.
Buy now from Amazon.com:
- QuickBooks Premier Nonprofit Edition 2007
- QuickBooks Pro with Standard Payroll 2007
- QuickBooks Pro Small Business Edition 2007
- QuickBooks Pro for Mac 2007
