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Reporting on a cash basis

Most nonprofit organizations use cash-basis reporting. If you use cash-basis reporting, you can record pledges using the QuickBooks Pledge (invoice) Form. Since pledge (invoice) amounts do not appear on cash-basis income reports, the pledges will not show up on your books until they are paid.

The advantage of using pledges (invoices) is that you can easily send reminder statements to people who have pledged money to your organization. You can also customize the pledge (invoice) form to change the layout or add your organization's logo.

To track pledges and send reminders

  1. Enter pledges on the Pledge (invoice) form.

    Enter the name of the donor in the Customer:Job field.

  2. If you use invoices for another purpose, distinguish pledge invoices by typing P in the Memo field. This enables you to create reports and filter them to show only pledge invoices.

    Note: As an alternative, you can set up a customer type for people who pledge money. This works well only if your donors don't fall into any other customer type you've created (such as subscriber). For more information about customer types, see Tracking customers by type.

  3. To send pledge reminders, go to the Customers menu and click Create Statements.

    You can print statements for selected customers, or for all customers.

    If you use customer type to distinguish your pledges, you can print statements for that customer type only.

  4. When you receive the pledges, click the Customers menu and click Receive Payments.

To create a report on your pledges

  1. Go to the Reports menu, choose Customers & Receivables, and then click Open Invoices. Shortcut

  2. If you distinguish your pledge invoices by typing P in the Memo field, filter the report for invoices with this memo.

    1. Click Customize Report at the top of the report.

    2. Click the Filters tab.

    3. Select Memo from the Filter scroll box and type P in the Memo field.

    4. Click OK.

  3. If you use customer types to distinguish pledge donors, filter the report for open invoices from pledge donors.

    1. Click Customize Report at the top of the report.

    2. Click the Filters tab.

    3. Select Customer Type from the Filter scroll box. Click the Customer Type drop-down list and choose that customer type.

    4. Click OK.

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