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Is there a 'non-profit' version of quickbooks

I am a board member for a non-profit (no employees, board administered) Parkinson’s Support Group (people with Parkinson’s and their family/caregivers). We want to go with Quickbooks but aren’t sure if the online version would work better for our organization. We have a treasurer who will make payments/write checks and make deposits but he is not comfortable inputting the information into Quickbooks. It would be up to me and another person on the board who would input data for him. We were thinking the online version would be better when more than one household would be inputting. If we had the desktop version, then the software has to be installed on one person’s computer, correct. It is possible to have different levels of “access” to the information such as a person could be set up to only look at the information but not make changes? Also, is there a way to track “who did what” if we have more than one person inputting?

 

And additionally, we do have some data for 2018 in a desktop version of Quickbooks but it is version 2008. What problems do you anticipate in importing from such an old version?

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Best answer 12-05-2018

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Content Leader

Re: Is there a 'non-profit' version of quickbooks

Hello @koryhagler,

 

Welcome to the Community. I'd be delighted to provide clarification about the questions you have about QuickBooks. 

 

There are non-profit versions of QuickBooks available, including QuickBooks Online. These versions are designed to give non-profits the tools that they need to succeed. The following link contains further details on this: Easy Accounting for Non-profits.

 

Given that you and another member of the board will be inputting data, it's easy to see why the ability to access it from more than one location would be ideal. QuickBooks Online can be accessed from almost any location in the world, as long as there's an internet connection. QuickBooks Desktop can be installed on a local computer, but also can be hosted on a server, which would allow users to remotely access the file. Should you want additional information about this, the following website is a good start: QuickBooks Desktop Enterprise with Hosting.

 

QuickBooks Online offers multiple user types, which provide different levels of access. One example of this is Reports Only, which has read-only access and can generate reports, but not edit transactions. An overview of user types and roles can be found here: Get to Know User Types and Permissions.

 

The Desktop version of QuickBooks also has options for limiting access to users. Currently, QuickBooks Enterprise has the ability to create a view only user. For additional insight on this, please review the following article: QuickBooks Desktop Users and Restrictions.

 

I can see how knowing what each user has inputted into QuickBooks would be a helpful feature for your organization. QuickBooks Online has a tool known as the Audit Log that can track changes and inputs. This feature can be customized to view changes by a user as well. I'm linking a resource that goes over this in more depth: How to View Transaction Changes in the Audit History. Similarly, QuickBooks Desktop has the Audit Trail report which fulfills the same role. 

 

Migrating from QuickBooks Desktop 2008 to Online or a new version of Desktop can certainly be done. There might be a need to update the file to an intermediate version before going to Online or the newer Desktop version. Additionally, there are trials of QuickBooks that are available that can be used for this purpose. You can locate additional information about migration and updating your file at the following link: Convert QuickBooks Desktop file to QuickBooks Online.

 

You mention that the treasurer may not be the most comfortable with inputting information into QuickBooks Online. There are tutorials available to help a user get acclimated to the software, which can be found here: QuickBooks Tutorials.

 

Lastly, I'd like to take a moment to congratulate you on the work that you do and the assistance that you provide to those with Parkinson's. 

 

Please know that the Community is always here to help you and it'd be my pleasure to assist with ensuring that you have the right software for your organization. Wishing you and your organization continued success. 

View solution in original post

9 Comments
Content Leader

Re: Is there a 'non-profit' version of quickbooks

Hello @koryhagler,

 

Welcome to the Community. I'd be delighted to provide clarification about the questions you have about QuickBooks. 

 

There are non-profit versions of QuickBooks available, including QuickBooks Online. These versions are designed to give non-profits the tools that they need to succeed. The following link contains further details on this: Easy Accounting for Non-profits.

 

Given that you and another member of the board will be inputting data, it's easy to see why the ability to access it from more than one location would be ideal. QuickBooks Online can be accessed from almost any location in the world, as long as there's an internet connection. QuickBooks Desktop can be installed on a local computer, but also can be hosted on a server, which would allow users to remotely access the file. Should you want additional information about this, the following website is a good start: QuickBooks Desktop Enterprise with Hosting.

 

QuickBooks Online offers multiple user types, which provide different levels of access. One example of this is Reports Only, which has read-only access and can generate reports, but not edit transactions. An overview of user types and roles can be found here: Get to Know User Types and Permissions.

 

The Desktop version of QuickBooks also has options for limiting access to users. Currently, QuickBooks Enterprise has the ability to create a view only user. For additional insight on this, please review the following article: QuickBooks Desktop Users and Restrictions.

 

I can see how knowing what each user has inputted into QuickBooks would be a helpful feature for your organization. QuickBooks Online has a tool known as the Audit Log that can track changes and inputs. This feature can be customized to view changes by a user as well. I'm linking a resource that goes over this in more depth: How to View Transaction Changes in the Audit History. Similarly, QuickBooks Desktop has the Audit Trail report which fulfills the same role. 

 

Migrating from QuickBooks Desktop 2008 to Online or a new version of Desktop can certainly be done. There might be a need to update the file to an intermediate version before going to Online or the newer Desktop version. Additionally, there are trials of QuickBooks that are available that can be used for this purpose. You can locate additional information about migration and updating your file at the following link: Convert QuickBooks Desktop file to QuickBooks Online.

 

You mention that the treasurer may not be the most comfortable with inputting information into QuickBooks Online. There are tutorials available to help a user get acclimated to the software, which can be found here: QuickBooks Tutorials.

 

Lastly, I'd like to take a moment to congratulate you on the work that you do and the assistance that you provide to those with Parkinson's. 

 

Please know that the Community is always here to help you and it'd be my pleasure to assist with ensuring that you have the right software for your organization. Wishing you and your organization continued success. 

View solution in original post

Not applicable

Re: Is there a 'non-profit' version of quickbooks

Can you please explain your answer about there being an online edition of QuickBooks for Non-Profits?  Even Intuit Customer Support says there is no difference in QBO for the various business types.  As far as I can tell, only the desktop version has a non-profit configuration.

 

Any help with this would be greatly appreciated as the built-in Chart of Account Types do not easily fit a non-profit, especially not a church.

 

QuickBooks Team

Re: Is there a 'non-profit' version of quickbooks

Hi PWith,

 

Yes, the desktop version has a better configuration for a non-profit business.  The online version, on the other hand, can be configured for your non-profit. You can go to your Company settings and choose the Form 990 for your Tax form setup. This changes income and expense to revenue and expenditures.

  1. Click the Gear icon and choose Accounts and Settings.
  2. Select Company and click the Company type section.
  3. In the Tax from drop list, choose Nonprofit organization (Form 990).
  4. Click Save, and then Done.

Please note that the change may not take effect right away.

 

You can also change the Customer label to Donors.

  1. Select the Gear icon and choose Account and Settings.
  2. Choose Advanced.
  3. In Other preferences, select the Pencil icon.
  4. From the Customer label drop-down, choose Donors.
  5. Choose Save, then select Done.

With regards to accounts, you can one to your Chart of Accounts. If you have a special account for your organization, you can go Chart of Accounts and click New to add one.

 

Please get back to us here if you have other concerns.

Not applicable

Re: Is there a 'non-profit' version of quickbooks

Thank you for the reply.  I have done this several times and nothing changes in the chart of accounts.  I even went into a completely new trial system, made no changes except for the two you describe, and the chart of accounts stayed exactly the same. I logged out in between as well and still, nothing changed. 

 
I even changed the company type to several of the other available types and nothing ever changed in the COA types. 
 
I called Intuit tech support and they confirmed that the COA does not change by changing the company type. 
 
Hence my confusion...
 
QuickBooks Team

Re: Is there a 'non-profit' version of quickbooks

Thanks for getting back to me, PWith.

 

At this point, please contact our phone agents again to check this further. Changing the company type should change the label of your income and expense, we have an official article for that. Though the change may not take effect right away, but it shouldn't take forever.

 

We'll be around if you need anything else.

Frequent Explorer *

Re: Is there a 'non-profit' version of quickbooks

I have existing companies already set up and working fine, but we are opening another school and had to purchase another QBO account.  The problem is that it doesn't ask during setup what kind of company you are, it sets everything up as a for profit.  The reports are all "for profit", as well as the account types (income/revenue).
 
This presents a problem in not being able to import my Chart of Accounts from existing school, as the Account Type and Detail Type are Revenue in the old and Income in the new.  I need to be able to have the new account be the same as the existing ones.
 
I have spent HOURS on the phone with QB and opened cases, to no avail.  A supervisor told me I had to purchase through Tech Soup in order for the non profit to be set up correctly, which I did.  Still doesn't work!!
Frequent Explorer *

Re: Is there a 'non-profit' version of quickbooks

Your official article is wrong!  The QB support staff can't help either!  If anyone has another solution to this problem, please let me know.

QuickBooks Team

Re: Is there a 'non-profit' version of quickbooks

Hi @swolf,

 

Allow me to join in this thread and share a little more information about configuring your company to a nonprofit version.

 

What has been shared by my colleagues are all correct. To start, you can configure your company to a nonprofit version. This can be done by going to your Accounts and Settings, selecting Nonprofit organization (Form 990) from the Tax form drop-down menu.

 

In addition, I recommend contacting your accountant for the Account Type and the Detail Type of your chart of accounts. He/she can help you in setting up the accounts for your chart of accounts.

 

Let me know if you have any other questions about QuickBooks. I'll be always around to lend you a helping hand.

Frequent Explorer *

Re: Is there a 'non-profit' version of quickbooks

Hi,

 

There is not a non-profit version for online.  I am the CFO, and I have set up numerous companies on QBO.

 

The program was changed about a year ago, and no longer asks what type of company it is during the initial setup.  This step is what determined how the chart of accounts and reports were set up, Income/Revenue, Expenses/Expenditures, Income Statement/Statement of Activity, Balance Sheet/Statement of Financial Position.

 

I have been on the phone over the last month with QB for over 12 hours showing them this problem before they found an open case with 517 other customers with the same problem attached to it.  Somebody changed the program for whatever reason, but it should be an easy fix.

 

BTW, you can't change or make new Account Types or Detail Types, and yes the change was made in both places to 990 along with changing customers to donors.

 

Thank you

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