We strongly recommend that you export or download all data from your former donor management system, whether or not you ultimately decide to send your files to the Data Import team for assistance with the importing process. This will allow you to access data from your former system if something doesn't carry over during the import process.
QuickBooks is designed as an accounting software, meaning that the structure of the information is different from how you will store contacts and donations in 'Donor Management'. Check out QuickBooks Online's article about exporting your data here.
To prepare your QuickBooks contacts and donations for import to 'Donor Management' in Network for Good, you need to run two reports from QuickBooks online. You should download and save these reports as an .xlsx or .csv file. These are most compatible with the 'Donor Management' import process.
Running a transactions report
For the Desktop Installed Version, the report that you will be choosing is the "Income by Customer Detail Report."
Step 1: Navigate to 'Reports'
To begin, navigate to 'Reports' and select 'Company & Financial'.
Step 2: Customize your report
Select 'Customize Report' and choose the appropriate columns in the bottom left-hand corner of the 'Display' tab.
Step 3: Include the appropriate parameters
Including the following parameters will ensure this report successfully gathers the data you need:
set the 'Transaction Date' to 'All Dates'
set the 'Donor List' to 'Specified' (i.e. will include all records)
select the columns you need and include the following:
Date (Transaction)
Name
Name Street 1
Name Street 2
Name City
Name State
Name Zip
any other account information you would like to be imported into 'Donor Management'. (For example, your organization may use 'Account and Class', which you will want to include in this export.)
With QuickBooks Online, you can run a summary report 'Transaction List by Date' instead. This report will require further formatting to provide our team with the information to import to 'Donor Management'. You can use the list above to help customize your report.
Step 4: Export your report
Once you have all the fields you need, run the report so you can export it into Excel. QuickBooks Online will export 'Donors' as a field that can link information from your 'Donor Contact List'.
Note: 'Donor' is a term to be set up in your QuickBooks Preferences. You may have this set to say: Clients, Customers, Donors, Guests, Members, Patients, or Tenants. Regardless of what term you use in your system, it is the same as 'Donor' in the instructions above.
Running a constituent report
Because of how QuickBooks stores information, the 'Transaction List by Donor' report will include mailing address information. However, other information such as phone numbers and e-mails will not be listed.
Run a 'Donor Contact List' report following the instructions above to capture that information.
After selecting the report, you will then customize it so it includes the following fields:
Client (Donor)
Phone Numbers
Email
Full Name
Billing Street
Billing City
Billing State
Billing ZIP
Contact Notes
If there are additional fields you want to be imported into 'Donor Management', include them in this report as well. Once they are exported, carefully review the files to confirm the transaction list only includes donations you want to import.
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