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wsheehan
September 21, 2025
Question

Most of our revenue is donations recorded as pledges. Some is program revenue earned from contracts. How to record that revenue in a different QBO revenue account?

  • September 21, 2025
  • 1 reply
  • 23 views

Ideally, we would like to add "Program Revenue" as additional sales transaction type. We don't need invoice preparation for these transactions.

1 reply

C
Carneil_C
Level 6
September 21, 2025

We can create a specific revenue account to track program revenues and sales receipts to record those transactions, wsheehan.

 

To account for your revenues in QuickBooks Online (QBO), you can create a separate revenue account to classify your different income transactions accordingly. Here's how:

 

  1. Go to the Gear icon and select Chart of Accounts.
  2. Click New.
  3. Choose Income as the Account Type and Service/Fee Income as the Detail Type.
  4. Name the account something clear, like "Program Revenue."
  5. Click Save and Close.

 

Once done, you can then record your transactions as sales receipts by following the steps in this article for your reference: Create sales receipts.

 

Feel free to keep in touch if you have additional concerns about recoding transactions or other QBO-related tasks. We're always available 24/7 to address your questions, wsheehan.

W
wsheehanAuthor
September 21, 2025

Thank you for your response. I appreciate the time that you took to read and respond to my question. I understand you made 2 recommendations: create a new revenue account and use sales receipt revenue transaction.

These recommendations do not solve the problem:

  • I mentioned that we are currently working around the difficulty by recording revenue by journal entry and crediting sales account, program revenue, created for this purpose, so, we previously implemented the first recommendation.
  • We want to record the program revenue and related revenue when it is earned, not when it is collected. The sales receipt transaction is designed to record revenue when cash is collected, so it is not an effective solution to the difficulty we are experiencing.

Recording revenue by journal entry is not very elegant or professional. From our perspective the simplest resolution of the problem is to add one or 2 additional sales transaction types that allow the user to name the transaction type and to specify the revenue account to be credited when the transaction is recorded

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