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Blank invoice template for non-profit organizations

I we want to talk about nonprofits today one of the things that nonprofits struggle with is the donor letter at the end of the year that acknowledges the amounts that a individual donors have contributed to the nonprofit over the course of the year those letters are required and the donor will use that letter to report the amount on their tax return there's no straightforward way to do that in QuickBooks but I think I have a workaround that may work for you so let's work through this process there are a number of steps on kind of stick with it here and see if you can use this the guy I see people doing a lot of things to create those letters a lot of were creating one at a time in in Word or something else so let's see what we can do in QuickBooks the the first thing we need to think about is how we are recording the donations that we receive I see people from time to time that are recording those donations in a make deposit for right now they're just creating the deposit and they're maybe putting the customer name in this column here received from well that's not going to work we need a report that shows all of the donations for each individual donor wealth those are sales in QuickBooks and the sales reports in QuickBooks work off of the sales forms like sales receipt and invoice so we use a deposit form it's not going to show up on any of those reports so that's the first thing that we need to do is make sure that we're using a sales receipt in order to record those donations just like this so I've got one item this very simple sample file about a five or six donors maybe three or four donations for each one all in this year I have one item on the item list it's a service type item and then I'm using a sales receipt for each donation specifying which donor made that contribution this makes the sales reports work want to go to reports sales let's say I want to look at sales by customer detail change that to this year there are all my donations it's working now because I'm using a sales receipt to do that now the report that I really want to use for these donor letters is the summary sales by customer summary because that is just going to give me one number for the year that's what I want to get that one number on that letter so as I say a couple of things that we're gonna need to do to make this work so what do we got here we've got we've got five donors the next thing I think of it I'm going to do is I'm gonna go to the Customer Center and I want to make sure that my list here matches what's on that report there's a couple of things that can cause me a problem there if I have a donor here in my Customer Center but I've made them inactive because I don't know they've moved away something they're not going to donate anymore but if they donated something this year they're gonna be on that report the list of customers on the reports gotta match the list of customers in the customer center so the first thing or what I might do then to to solve that is go to all customers and this way anyone that was inactive would show on this list also another difficulty I might have is I may have may have donors that are in my customer center but they're not on this report cuz they didn't donate this year they're maybe the year before maybe and and I'm hoping for next year but they didn't donate this year so they're not on the report well I would fix that by customizing the report going to the advanced button and I want to see all all rows not just active ones okay that should fix I should give me my zero rows I'll sometimes hit the all four columns too but that's not really gonna change the report that we're looking at so there we go we there's a no name in there as a customer and then there's no donations for them and so now we got that zero on there so any of your donors in the customer center with zeros should now show on this report so if I'm looking at all customers and I in the customer center and I've got this report set so this shows all rows I should have a match between the two that's the first thing if all that's working then I'm gonna go back to the customer center I'm gonna create a custom field I'm gonna double click on it doesn't matter which one I pick pick um one of my donors here then I'm gonna go to additional info it's the custom fields section define fields let's call this last year receivable I think that's really a word but we're gonna use that anyway in other words the donations that qualify to get a receipt from us at the end of the year we want to use that for customers and click OK so there's our custom field I don't want to put anything in it here I just want it there now after my report I'm going to export this to excel it's gonna take just a moment a new workbook that's fine it's gonna work for just a moment and here it is on my other monitors hold on I'm gonna pull that over there's our list of customers and there are the dollar amounts all I'm gonna do is I'm going to highlight these dollars don't want the header don't want the total at the end I just want the amounts for each of those customers that's important I'm gonna copy I'm using the ctrl C key here and I'm copying those mouths now going back to QuickBooks and access my customer Center and then up here where it says new customer and job I'm gonna make the selection add multiple customers jobs a that brings up this grid lots of columns here what I'm looking for is a column for that custom field that that we created I don't think it's on here now there's a lot of other stuff that's here well not problem this button right here we can customize columns so let's you know what let's just give this get rid of a bunch of this stuff we don't want any of this we want the name information okay that's that looks fine and then in this column over here the custom fields probably at the bottom or near the bottom there it is right there that's the custom field we create it select that add that to the columns that are going to show in this form that we're working in there it is so this is where it was really important that the names the customer names in the customer center and the customer names on the report be exactly the same they've got to match up because what we're gonna do is we're going to click in this first row and then I'm going to paste the numbers that came from Excel so as long as those two listen and you you're probably gonna want to look through that a little bit if you have a long list you may need to scroll down look towards the bottom and be sure everything is still lined up so that you know that the that each donor has the right amount for the year I'm not saying you need to check everyone I'm just saying make sure that everything got lined up all the way down the list top to bottom if they did then I'm going to click Save Changes and that puts those dollar amounts in that custom field right I can close this now okay all right now next big step is we got to create that letter how we gonna how we going to create the letter what QuickBooks has the ability to link with Microsoft Word as well and here on the company drop-down menu you can't create letters that will pull certain information from your QuickBooks file into the letters there's several different categories I'm going to pick this customized I would pick some one of these others if I wanted to just create the letters but I know there's not a letter in there that is going to be exactly what I want there is no letter that's a end of the year or last year's a donor form you know so I'm gonna have to modify something that's already there so I'm going to customize letter templates you and edit existing yep that looks good and this is for customers now one of these is the nonprofit thank-you letter that's the one I'm going to start with now it's going to open word pull that over so this is the way it comes straight from QuickBooks it's really not exactly what we want but it is close so I'm going to make a couple of edits here I'm not gonna edit anything technical I just gonna edit some of this wording then I'm gonna get to the tailor so what I'm telling you is I'm gonna pause this thing for just a moment and do some of the non-essential stuff that you can do without any instruction for me and then though I'm going to come back and we're gonna fill in the fields that we need okay so here we are back again I've edited the letter you can see it looks completely different now put in my own logo and I changed the wording here so that's now not thank you for a single donation anymore but it's now thinking the donor for a donation if I were their total donations for the year all those were just word you know options I mean I can put the cursor in anywhere I want in the text here and type in whatever I want I did take out a field here and I'm gonna put the donors first name in there and then down here in this little gap that I left that's where I want that information from that custom field that we created it's going to give us the total of the annual donation so to accomplish that I'm going to go to add-ins on my Microsoft Word menu here and so here are the it is the information fields that I have available to me from QuickBooks so insert my company feels insert a customer name fields well we want customer name right I want to get the first name in there but first okay so now I've got first name and last name okay so here's the big one how many dollars for four last year so let's look at customer name fields let's go all the way to the bottom custom fields are generally pretty close to the bottom and there it is last year receivable so I'll click on that and that's going to show in that space I'm going to take some of the empty space out there now so it's going to read please use this document as a tax receipt for these generous donations of and there'll be a dollar amount in 2017 there were a couple other things I needed to change on this letter too because they were coming up blank some of this company information was not filling in and so I'm going to I'll show you how to deal with that when we get back to QuickBooks the next thing I wonder doesn't want to save all my changes right this is a template so I'm gonna save as in customer letters and I've already put a name in here for this nonprofit donor customer so by custom that I met that's the one that I custom created so save that so once we have that saved we should be good to go I'm gonna close word now QuickBooks gives me this option to use template but actually I'm going to cancel onto this for a minute so that company information when when the letters trying to pull that and something isn't there so it isn't filling in correctly you go to company my company edit and just be sure that your information is in here correctly if you're missing a phone number and the letter has the phone number field then it's going to show up as missing information if the letter template has a website and you don't have a website typed in here it's going to show up as missing information your company name will probably pull from the legal information part so be sure that's filled in here as well as in contact information okay and so you can solve a lot of those missing information messages just by being sure that you have all of this filled in all right so what about our letter so how are those gonna work now so your company prepare letters with envelopes this time I want to select customer letters one we created or edited was a customer letter I want all my donors or customers in there and there's the name of the letter that we just edited and modified for ourselves and resaved under a new name so that's the one I want selected I'll click Next this information you can put in and you can put it in different every time if you want to but I've already filled that in and then it's going to take just a moment and word is gonna create those letters there we go quicker than I thought so you could do other things because you know I don't like that this is too small but but that's all word stuff you do that in the form that we were before where we were customizing letters you change the fonts whatever you like obviously I'm and I put in a new logo there but here are you can see the fields are now filling in with information all these all this information these were just empty fields and the letter before now it's pulling that information from QuickBooks also the date here's all my customer information and here's the amount of donation so you know what as I look at this I might add a dollar sign as I'm editing the letter for the template to show up in front of this field right here and then there would be a dollar sign a thousand 26 in 2017 all kinds of things you can do you're used to using word but you can just manipulate this letter and make it look and say anything that you want and then add in those fields which will then pull from QuickBooks so Brittany acres is a thousand 26 I go down to the next page Jeremie Whitlatch is fourteen hundred seventy four dollars and 43 cents next page is John Smith he's eighteen hundred and thirteen see see the you know they're all pulling that individual information all I'm going to do is hit print at this time as long as long as I'm happy with the the look of the letter template and all of my letters are going to print out in one batch and they'll be ready to send so I hope that's helpful to you we we really haven't had a good way to produce donor letters for a long time and actually this is these features have all been available in QuickBooks for a while it just took somebody smart enough and I wish I could say all of that was my idea all of it wasn't but in any event just took someone smart enough to to put all that together and figure out how we could manipulate QuickBooks to do that for you so hope that saves you some time hope you learned a couple of things thanks for coming by and watching the video