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Swordbooks
Swordbooks
June 2, 2026
Question

Looking for a better way to enter multiple donations for a non-profit

  • June 2, 2026
  • 2 replies
  • 35 views

We have a non-profit client who receives hundreds of donations throughout the year. Our current process is to enter a sales receipt for every individual donation so we can run a Report by Donor at year-end. 

 

First, does anyone have a more efficient method of recording donations than doing each one screen by screen? I don't think QBO has any type of batch options. 

 

Next, the Sales Receipt form doesn't even fit on my screen. So much empty space between the fields and I'm tabbing and scrolling to populate only 7 or 8 fields. I'm looking for a way to customize this form to make it smaller or even remove the fields we don't use. 

 

Appreciate any insights and advice. I'm frustrated with how much time it takes to enter donations, when my efforts should be going towards more important things for the client. 

 

2 replies

SIAB
SIAB
Level 2
June 2, 2026

You can use a 3rd party tool to import Sales Receipt in bulk.

https://get.transactionpro.com/qbo

 

M
MoiraskyeTQuickBooks Team
QuickBooks Team
June 2, 2026

If you are using QuickBooks Online (QBO) Advanced, you can use the Batch Transactions tool to manually enter multiple donations onto a single, spreadsheet-like screen very quickly.

 

How to do it:

 

  1. Click the + Create button.
  2. Select Batch transactions.
  3. Change the Transaction type dropdown to Sales Receipts.
  4. Type your donation details into the rows, tabbing across to fill out the fields, and click Save when finished.

 

If you are not using QBO Advanced (Simple Start, Essentials, Plus), you cannot batch-type, but you can upload a CSV of your bank/credit card activity to the Banking screen and assign them as Sales Receipts as you review them.

 

How to do it:

 

  1. Go to All apps, hover over to Accounting then select Bank transactions.
  2. Click the drop-down arrow next to Link account and select Upload from file.
  3. Follow the prompts to upload your bank CSV file.
  4. Once you have uploaded, locate a donation entry in your bank feed and click on it to expand.
  5. Change the button from "Find match" or "Categorize" to Create Sales Receipt.
  6. Fill in the donor's name and fund, then click Add.

 

There is currently no option to customize, shrink, or hide unused fields on the backend data entry screens.

 

While QuickBooks allows you to heavily customize the printed or emailed PDF that the donor sees, the actual layout of the data entry screen is fixed by Intuit.

 

Let us know if you have further questions. We're here to help you anytime.

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