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Level 1

How to record donations for Nonprofits

For my nonprofit organization I received a $20 Donation.  On my Budget vs. Actuals report is is showing as a duplicate entry with a transaction type as DEPOSIT and RECEIPT.  How do I avoid this duplication?

4 Comments 4
QuickBooks Team

How to record donations for Nonprofits

Hi there, tdodson101.


I'll help you in handling this transaction.


There are two ways in tracking the fund donation in QuickBooks Online. For the donation you've received right away, you can create and send the sales receipt to the donor as a statement of their donation. If your donor promises to donate at a later date, you can record a pledge instead.


Lastly, you'll have to create a bank deposit if you only need to enter the money donated to your organization. If you've already created a sales receipt o pledge for the donation, you don't have to enter a deposit anymore to avoid duplicate transactions.


In this case, you'll need to delete one of those transactions to ensure that your reports and records are accurate. Here's how:


  1. From your Budget vs. Actuals report, select the total amount of the donation.
  2. Find the duplicate transaction, then click its amount to expand the view.
  3. Select More at the bottom, then choose delete.
  4. Hit Yes to confirm the changes.

To learn more about this topic, feel free to read this article: Track funds you receive from donors.


I'm also adding a reference that will help you record the goods, services, and assets you've received as a donation: Set up and track in-kind donations.


If I can be of any further help, don't hesitate to drop me a comment below. I'll be right here to keep assisting.

QuickBooks Team

How to record donations for Nonprofits

Hi tdodson101,


Hope you’re doing great. I wanted to see how everything is going about the donation showing as a duplicate entry in your financial report. Was it resolved? Do you need any additional help or clarification? If you do, just let me know. I’d be happy to help you at anytime.


Looking forward to your reply. Have a pleasant day ahead!

Level 1

How to record donations for Nonprofits

I need additional support. 

Level 7

How to record donations for Nonprofits

Hi , tdodson101. 


Let me help you record the receipt for the donations that you received. 


Let me show you how: 


1.Select + New, and then click Receive Payment.

2.Click the donor and update the payment date.

3.Select the Payment method ▼ dropdown, then choose how you receive the donation.

4.Choose the Deposit to ▼ dropdown, then choose where the donation is going.

5.Click the checkbox for the pledge, and then Save and send if you want to email your donor a receipt of the donation.


To prevent invoice duplicates:


1. Go to Settings, and then select Account and Settings

2. Select Advanced, and then Other preferences 

3. Turn off Warn if duplicate check number is used or Warn if duplicate journal number is used.

4. Click Save and Done


I'm also adding this related article about configured QuickBooks Online for your nonprofit organization to know more tutorials about recording donations in QuickBooks. 


Let me know if you need further assistance. I’ll be around to help. Have a good one.



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