How to produce biggest donors report with contact info

Hello there, @netgreen.

I appreciate you for sharing a complete detail of your concern. Allow me to help walk you through customizing the reports available in QuickBooks Premier Nonprofit Edition to suit your business needs.

With QuickBooks Desktop, you have an array of reports you can choose from which allows you to filter it and display only the data you want.

The Donor Contribution Summary can be customized to show only the total amount of donors received. Here’s how:

1. Open the Donor Contribution Summary report.
2. Click Customize.
3. Under Display tab, put a check mark on:
   • Name
   • Name Address
   • Name Contact
   • Name Phone #
   • Name E-Mail
   • Pay Method
   • Amount
4. Click Ok.
5. In the Donor Contribution Summary page, choose Total Only under Total By.
6. Hit Refresh.

That should do it! You can also click Memorize so that the system will remember the current filter you’re using and the report will be added to your list of memorized reports.

For additional insights, you may refer to these articles:

• Understand reports
• Customize reports in QuickBooks Desktop
• Create, access and modify memorized reports

Don’t hesitate to leave a comment below if you have other questions about generating donor reports via QuickBooks. I’m always here to help.

Sorry, but no joy - it still shows a separate row for every donation made by each donor.  I even tried un-checking the Pay Method and Amount fields, but I'm still getting an additional row for every donation made by the same donor instead of one total for that donor for that time period.

Thank you for getting back to us here in the Community page, @netgreen.

I'm here to help you run the report in QuickBooks Desktop (QBDT) with the information you need.

As mentioned by our colleague @juVielL, you'll be able to have the total amount of donors received by running the Donor Contribution Summary report. You'll just need to make the necessary customization and choose Total only beside Total By.

Here's how:

1. Open the report and make the necessary customization following the steps provided above.
2. In the report's page, click Total By drop-down arrow.
3. Select Total Only.

After following the steps provided, you'll be able to run the report with the total donations amount for each donor. If you have any other questions, feel free to click the Reply button. We're always here to help!

Your instructions do NOT work the way I need the report to work.  While it may appear to be working since the Default sort method is to sort by the transaction date, we have many donors who have made multiple contributions over the past year / years.  Each of those contributions shows up as a separate row in the report.  Try sorting the report by Name and you'll get results like those in the attached screenshot, with 3 or more rows of entries for many of our donors.  (NOTE: I'm selecting the separate Street 1, Street 2, City, State, ZIP fields instead of the "Name Address" field because I will need to export this to Excel where I can sort based on ZIP codes. But I tried it with just the Name Address field with the same results. And including the Pay Method field ensures that there will be multiple entries because the same donor often has used multiple payment methods!)

Again, my goal is to get just ONE row for each donor showing the TOTAL of all donations over a specific time period so that we can dump it to Excel and use it for a mailing list for an appeal letter.  Using the instructions you've provided will require me to manually go through hundreds of rows in Excel and delete all the additional rows for those with multiple donations.

---

There is no way to create a summary report that also has contact information in columns next to the summary number within QB using the QB reports.

 

You could create two reports, one with the summary numbers and one contact report, but not on one report.

---

Thank you for confirming that QuickBooks cannot produce the report that I need.  It seems strange that a report showing the Biggest Donors/Grants has no capacity to also show the contact information for those donors or grantors!  I would hope that Intuit would add that capability to the report in the future.

Merry Christmas to all,

David

The only way I found to get this information was to produce it myself by combining 2 reports that QB offers. Run the Biggest Donor report so you know who is on it. Print it for reference. Then click the Excel button. This will create the spreadsheet that you add the additional information to.

Run the Donor Contribution Summary.

Customize the report by putting checkmarks next to the information you need to see printed. For example, put a checkmark next to Name, Address, City, State, Zip. Click the Excel button. When this spreadsheet is generated you can highlight each line, one at a time, copy and paste into the Biggest Donor spreadsheet. It is a hassle but a lot of time is saved vs having to retype all that information in.

If you are using the report to complete a 990 and need it for donors only giving $5,000+ , you can also delete all the donors that appear on the Biggest Donor report that DIDNT meet the limit. This helps cut down on the data you are dealing with. One more tip, when you run the Donor Contribution Summary, you can filter only those names that appeared on the Biggest Donor report. 

To do this, Customize the report. Click Filters. Select Name, then in the dropdown box select Multiple Names. You can then place a checkmark next to only the names that apply to your report.

Again, time consuming and irritating that QB doesn't offer the option, but hopefully a little bit of a solution.

It's January 2022 and I am trying to generate the report associated with this conversation and it appears that Quickbooks still does not have the capability to generate a report summarizing donor information with total dollar donated. Ideally the Biggest Donor report but with all the customer data. Has the software been updated any? We are needing to upgrade soon and may look at other options since this is a huge need for nonprofits. Thanks for any updated work arounds for this report. 

Hello there, @Update credit card for payment.

Currently, we're unable to generate a report summarizing donor information with total dollar donated.

At this time, we don't have the exact time frame of when the said option would be implemented. For now, I encourage you to submit feedback by going to the Help icon and choose Send Feedback Online. These requests and suggestions are forwarded to the Product Development Team for consideration in future updates.

Lastly, you may see this article to know about the new and improved QuickBooks features in QuickBooks Desktop 2022: What’s new in QuickBooks Desktop 2022. This contains insights to help you run your business smoothly.

Please let me know if you need further assistance with your QuickBooks account. I'm here to help you out whenever you needed me. Have a great day!