How can I generate a donor list report that includes donor name, contact information, and latest contribution date?

Thanks for visiting the Community, @givingbacklife-p.

I’m here to make sure you get the right report with the information you need in QuickBooks.

At this time, the option to generate a donor list with the name of donors, contact information and the latest contribution date is currently unavailable. You have to run two different reports like Donor Contact List and Sales by Donor Detail.

The first one provides information such as name, address and phone number. While the latter can show you the summary of contributions.

Pull up the reports in QuickBooks by following the steps below:

1. Go to Reports from the left menu and enter the report name on the search bar to quickly locate it or browse the categories listed.
2. Select the report to open it.
3. Click Customize to only show the information you want.
4. Hit Run report.

Here’s an article for more information: Run reports in QBO.

You can export these reports to Excel and edit the data from there. Let me show you how:

1. Follow the steps above to run the report.
2. Click the Export icon.
3. Choose Export to Excel.

Check out the video tutorial on this article for visual reference: How to export reports to Excel.

That should answer your concern for today. Leave a comment below if you have any questions, I’m always here to help. Have a good one!

Thank you for your prompt and thorough explanation. It confirmed the limitation I encountered in QuickBooks and highlights an opportunity to improve the donor listing report. From a small non-profit organization perspective, it would be very helpful to include the last contribution or transaction date as an optional field in the donor lists. The "sales by customer detail" report can provide that information, but it could entail running a report that spans several years and then manually comparing the donor list with the detailed sales report. One of the advantages of adopting a data-driven application like QuickBooks is avoiding the need for manual comparisons between fields in the QB database. Adding the last donation date to the donor list report would be a much appreciated and value-added enhancement.

Allow me to step in, givingbacklife-p.

I appreciate your thoughts about the donor report in QuickBooks Online (QBO). I'm here to give some insights on this.

QBO offers pre-created reports you can customize to show the information you need the way you want to see it. Set the report to All Dates to show the last contribution in the Customize section.

Just open the report, click on Customize, and select All Dates under Report period. You can also check out these articles for your reference: 

• Customize reports
• Customer sales and member contributions report

We're always looking for ways we can make QBO better for all users. By sharing your concern here in the Community, our app developers are pushing the envelope to improve the product's features to meet your needs. 

You can always check back for any product updates and feature enhancements through our website: https://quickbooks.intuit.com/blog/.

That should do it. Please let me know if you have other questions. I'm always around to help.

Hi all, I am struggling with this also.  We are a small community association and I currently have to keep a membership in excel seperate to Quickbooks, even though all the info is in Quickbooks, as I can't get a report that shows, Name, Address, Phone, Email and amount contributed.  I can only get contact details, or just the name with the membership fee amount. It is quite frustrating to have to enter the same info in two places and can lead to errors or omissions.

Good day, joanneKing.

I understand that you need a report that shows the customer details and the and amount contributed. There are different reports that we can pull up that shows this information.

The best option I can suggest is to pull up the recommend reports mentioned above. Those are the Donor Contact List and Sales by Donor Detail. Then, you can customize them to get the specific data you need.

Also, I've added these articles to learn more about reporting in QuickBooks Online:

• Reports included in your QuickBooks Online subscription

• Customize reports in QuickBooks Online

I'll be here if you need anything else. Wishing you all the best!

customer sales by detail report is null for me.   no entries.

yet when I run the transaction list by customer for the same date period all the transactions appear.

I would like to export full info on donor (name, address, contact info) and date/amount of donation for the period 4/1 - 6/30.

Jim Woolwine

[email address removed]

I also need this report and it is time consuming and silly to have to pull two reports when quickbooks could add the option to the sales by donor detail report to actually include the option to have the phone number and email in that report!!!

Hi there Alex,

Thanks for your response.  I have been unable to modify either of the reports to get the information that I need all on one report.  I assume then, that is is not able to be done through quickbooks.

Thanks,

Jo

I'm also incredibly frustrated that I can't find a way to run a report that includes donor name, mailing address, and amount donated for the year. With the amount I'm paying for QBO every month, they should be able to include this report available (even if I have to use the Customize feature to create it myself).

We appreciate the feedback regarding this matter, melanietaylor.

We'll share your feedback to our development team. This would help us improve the program to suit your business needs especially when pulling up information through reports.

For now, the workarounds and report customization provided on the earlier responses are they way to get the data you need. 

We'll be glad to hear more from you if you have additional suggestions that we can take note of.

It would be SO USEFUL to be able to run a report with the donor name, address, and amount donated by product/service and date range. It's insane to me that this is not already available, as the data exists in QB. For a small nonprofit, that report would make it much easier to do simple things like a mail merge for donor letters, which right now takes combining data from multiple reports. Please fix this QB!

I totally agree Willow, about 15 years ago I moved from MYOB to Quickbooks because the reporting was so much more customisable. I would tell everyone that QB reporting is so much better when they asked which one I prefer. I am wondering if Zero is now the best at reporting? I will look at options in Zero, I have a few friends that run it and I will get back to everyone and let you all know.

Just an update that Xero doesn’t have this option either, doh.

This is extremely frustrating and if I had known this was not currently available in the online version, I would have found another product. Please address this. Judging from the google and community questions, we are not the only nonprofit dealing with this!

To easily create donor letters with this information and more, use the BRC Donor Statements - QB Online tool. It uses several QB Online reports and combines the data automatically for you in order to create statements that are ready to print and mail.

Another tax season and I still don't see how I can add contact info to the revenue by donor summary. Pretty basic request and the one obvious thing I would want to send donors for tax purposes, yet we still can't do it.

Hello, RTP Engineers.  

QuickBooks Online for Nonprofit uses a variety of specialized reports such as annual board member reports, donor reports, and grant reports. The Revenue by Donor Summary (This shows the revenue minus your expenditures (net income) for each donor) or, Statement of Activity by Donor which, displays your revenue, expenditures, and net income (profit or loss) by the donor. You may consider running Donor Contact List. This provides contact information such as Name, Phone number, and Address.  

Pull up the report in QuickBooks by following the steps below: 

1. Go to Reports from the left menu and enter Donor Contact List.
2. Select the report to open it.
3. Click Customize to only show the information you want.
4. Hit Run report.

Check this out for additional details about the process: Run reports in QBO. 

Let me know in the comments below if you need anything else. Stay safe!

Answer is really incomplete. Next steps are take those two reports and do "VLOOKUP" either in Microsoft Excel or Google sheets.
It's something of a bother because the reports don't have specifically just the name if you want to do the "totals", i.e. the total year's donations. I had to do a lot of rearranging of the "sales by donor" report list
"Total for Smith, Joe" $72.00
because that name doesn't align specifically with "Smith, Joe" any other report.

And then if you want to do a mail merge you have to separate the names out using the data split function. If you want to make your mail merge letter sound personal

Thanks for sharing additional information, DriveStraight.

Yes, that's correct. You can run two separate reports for the Revenue by Donor Summary and Donor Contact List. Then, you can export them to Excel. After that, you add a column and utilize the VLOOKUP function of Microsoft Excel to combine specific information needed for your report.

In addition, you also filter your report to display the details that matter to you most. Check out this article for more insights: Customize reports in QuickBooks Online.

You're always welcome to reply if you need further assistance with reports. We're here to back you up.

I would like to run a donor report BUT with the BILL TO name field as this would list:

Mr. and Mrs. Blank Report and NOT Last name/first name.

I am using this for our year end book and need to use "proper full names" and not the above.

Is this possible please

Hello there, @AudBitz.

I'll help share a few insights about running a donor report with Bill To field to include Mr. and Mrs. titles in QuickBooks Online (QBO) and guide you in sending product recommendations to help improve the features of our products.

Reports in QuickBooks give you tons of great info about your business. When you customize them, you'll get to focus on the details that matter the most to you.

For the time being, the option to run a donor report with Bill To field to include Mr. and Mrs. titles is unavailable in QBO. You'll have to include the Full Name column into the said report so the donor's title will automatically be inserted. Please see the screenshot below for your reference.

Once you're done customizing, you can opt to memorize the donor report to save its current customization settings. Then, export it to Excel and use the data for your year-end book.

On the other hand, I can see how the benefit of being able to run a donor report with Bill To field to include Mr. and Mrs. titles would aid you in managing your business with QBO. With this, I would encourage you to send suggestions or product recommendations. We take your suggestions as opportunities to improve the various features of our products.

Your valuable feedback will be forwarded and reviewed by our Product Development team to help improve your experience while using the program. Here's how:

1. Go to the Gear icon.
2. Select Feedback.
3. Type in your recommendation in the Share your feedback field.
4. Click Next.
5. Follow the on-screen instructions to complete the process. 

Also, you may want to check out one of our Help pages as your reference in managing your business's growth and creating reports using QBO: Reports in QuickBooks Online. It includes topics about company snapshots, sales, and inventory reports, to name a few.

Let me know if you have other reporting concerns or questions about managing donor profiles in QBO. Please don't hesitate to drop a comment below, and I'll gladly help. Take care, and I wish you continued success, @AudBitz.

The shortcomings of QBO are many and the fact that you are even spending time to share that you have to run two reports and then use the VLookUp Feature in Excel is embarrassing, to say the least. I have been using QB Desktop for years and it's times like this that I wish I NEVER moved to the QBO product. There are many flaws and this is the WORST. As a nonprofit, we have to send tax acknowledgment letters so extracting data that includes name, address, date of sale (pledge), description, and the amount is critical. This is ridiculous that many people have requested this report - that was easily run on the desktop version - for years and is still NOT available. Super frustrating!!!

As the bookkeeper for a small church, I have spent FAR TOO MANY HOURS trying to do the same thing everyone in this thread is complaining about: I need donor name, address, and end-of-year donation total in one report,  I have to send 200 end-of-year donation report letters, and last year, I spent nearly 3 full days trying to reconcile the two reports and merge them accurately into the Word document.  It was maddening, and I can't believe QBO hasn't remedied the situation, especially with so many users complaining about this very issue.  Our Treasurer is ready to switch to a different platform.  PLEASE FIX THIS PROBLEM.

I am the bookkeeper for a small church and am experiencing the same problem as everyone else in this thread.  I have to generate 200 end-of-year donation report letters, personalized with name, address, and total donation for the year.  This should be a relatively simple task, but last year I spent 40+ hours trying to reconcile two separate reports, marrying them into a workable Excel spreadsheet, and cross-checking the accuracy of every single letter to complete the task.  It is incomprehensible to me that QBO has not solved, or even addressed, this problem considering the number of users who have expressed their frustration over this seemingly simple solution.  Our Treasurer is so frustrated about QBO that she is considering switching to a new platform for our accounting.  PLEASE FIX THIS PROBLEM.