Get QuickBooks Online Plus Discounted for Nonprofits [Includes Setup Walkthrough]
If your organization is paying full price for QuickBooks Online, there's a good chance you don't have to.
Intuit donates QuickBooks Online to eligible nonprofits through TechSoup, a nonprofit that connects charities with donated and discounted technology. Instead of a monthly subscription, you pay TechSoup a small yearly admin fee, and that's it. Intuit doesn't bill you for the subscription.
Here is the whole process, start to finish, in plain language.
What you get
- QuickBooks Online Plus: up to 5 users, $80 per year (admin fee to TechSoup)
- QuickBooks Online Advanced: up to 25 users, $170 per year
For most small nonprofits and schools, Plus is the right fit. It includes class tracking and budgets, which are the two features you'll lean on most.
A few things to know before you start:
- One per organization. Intuit allows each organization one donated subscription in its lifetime, so set it up thoughtfully.
- It's for new accounts. The discount can't be added to a QuickBooks Online account you already have. If you already use QuickBooks, your data can be moved into the new, donated account (more on that below).
- Payroll isn't included. If you run payroll through QuickBooks, that's billed separately by Intuit.
TechSoup's QuickBooks Online for Nonprofits overview
Step 1: Check that you're eligible
To use TechSoup's partner programs, your organization needs to be recognized by the IRS as a 501(c)(3) public charity. Organizations covered by a group exemption (for example, some schools and congregations listed under a parent organization) may also qualify.
If you're a religious organization or school that never applied for its own IRS determination letter, check this part first. TechSoup usually asks for a 501(c)(3) determination letter, an affirmation letter, or a group exemption letter.
TechSoup also has a short eligibility quiz on its site if you want to confirm before you go further.
Step 2: Join TechSoup (free)
Create a free TechSoup account at techsoup.org. Use your real first and last name (not "Office" or "Executive Director") and ideally your work email address. That helps TechSoup confirm you're allowed to represent the organization.
Then confirm your email address from the message TechSoup sends you. Check your spam folder if it doesn't show up.
You don't need the paid TechSoup Plus membership to get QuickBooks. The free account is enough.
TechSoup's guide: How to Join TechSoup
Step 3: Add your organization and get qualified
Once you're logged in, open your account and choose Add Organization. You'll enter your EIN and a few details, like your annual budget.
TechSoup then reviews your organization. They call this getting "validated" or "qualified." It's usually done within about two business days, and you'll get an email either confirming you're qualified or asking for a document (usually your IRS determination letter).
One tip: if your organization already shows up when you enter your EIN, someone may have joined before you. Don't create a duplicate. Ask TechSoup for help connecting to the existing account instead.
TechSoup's guide: the qualification process
Step 4: Request QuickBooks Online Plus
When you're qualified, go to the QuickBooks Online Plus offer on TechSoup, add it to your cart, and check out.
QuickBooks Online Plus on TechSoup
You'll pay the $80 admin fee by card or electronic check. That payment method is saved for your yearly renewal.
TechSoup's guide: How to Request QuickBooks Online
Step 5: Activate your new account
TechSoup typically fulfills the request within three business days. You'll get a fulfillment email with a registration link.
Click that link to create your new QuickBooks Online account. Use an email address that will stay with the organization, not someone's personal inbox. Bookkeepers and staff come and go, and the account should stay put.
Already using QuickBooks? Your existing company can be copied into the new, donated subscription, though not everything moves over (payroll data, for example, doesn't transfer). This step has a few moving parts. It's worth doing with someone who has done it before.
TechSoup's guide: How to Set Up QuickBooks Online
TechSoup's guide: moving existing data to your donated account
Step 6: Your first-time setup
This is where a little care now saves a lot of cleanup later.
- Company info. Enter your legal name (as it appears with the IRS), address and EIN. Check the first month of your fiscal year. Many schools run July to June, not January to December.
- Tell QuickBooks you're a nonprofit. In Settings, under Advanced, edit your Company type and choose the nonprofit tax form (Form 990). This unlocks nonprofit-friendly features and labels.
- Use nonprofit words. In the same Advanced settings, under Other preferences, change the Customer label to "Donors." Small change, but it makes the whole system feel like yours.
- Turn on class tracking. Under Advanced, then Categories, turn on Track classes. This is how you'll separate Programs, Admin and Fundraising. (I explain how to set these up in the next article.)
- Set up your chart of accounts. Keep it clean and simple. Start with a nonprofit chart rather than the generic business one QuickBooks suggests.
- Connect your bank and credit cards. Use Connect account, search for your bank and sign in. Transactions will start flowing in for you to review and categorize.
- Invite your team. Plus includes up to 5 users. Give each person their own login, with only the access they need.
Step 7: Keep the discount
Your subscription renews once a year through TechSoup, on the date your original request was fulfilled. About 30 days before, a renewal request appears in your TechSoup account, and TechSoup sends reminder emails at 30, 15 and 5 days.
Renew on time. If the nonprofit billing drops off your account, it can't be added back, and you'd have to move to a new donated account.
To check you're still on the discount, go to Settings, then Subscriptions and billing. You should see "TechSoup Subscription" under your plan name.
TechSoup's guide: How to Renew QuickBooks Online
TechSoup's guide: confirm you're still on nonprofit billing
You've got this
It takes a little patience, but once it's in place you have professional accounting software for a fraction of the cost, set up for how nonprofits actually work.
Want a second set of eyes on your setup? Let's talk.