I am a newbie to QBO and only know enough about accounting to be dangerous. Please forgive my dumb questions in advance but I could use some help.
The background is I am the treasurer for a non-profit organization. We've been using QB Pro desktop for many years to manage our relatively simple finances. Our members/donors have 3 funds to choose from to send us money. There is an annual membership fee, and two voluntary donation funds that fund specific projects supported by the organization.
Historically, members would send us paper checks (or use Paypal to send $$). Included with the donation they would include a form we sent to them (snail-mail) where they could identify how their donation(s) should be split.
Once received, I would record these as a Sales Receipt. The sales receipt would have up to 3 entries; A line for the membership fee (fixed cost), and the optional, additional lines for any donations they make to the other funds. These amounts can be anything they choose, though we do suggest an amount. Each line was assigned a class so we can track receipts for each fund.
For some time, our members have been asking if we could send them an "invoice" each year to remind them to rejoin/donate. They also wanted to be able to make payments online using all the methods QBO can give us (credit cards, bank transfers, recurring, etc.)
Sounds pretty straightforward except when I try to figure out how to do it with invoices. I can best explain by example. Ideally I could generate an invoice for each potential member with the 3 line items assigned by class, and using the suggested voluntary donation amounts. For example,
Membership $50
Voluntary donation A $50
Voluntary donation B $50
So they get an itemized invoice for $150, and they can pay online as they would like to do. But assuming they respond at all (membership is also optional), they may respond by only sending the $50 for the membership fee.
I suppose I could then edit the invoice amounts to match what they sent (and delete the ones who don't join). But I'm wondering if there is a better, less-labor-intensive way to accomplish what we are trying to do.
All suggestions and advice appreciated.
Thanks!
