24 MINS
Reorganizing Your Finances On the Cloud: How the QuickBooks Solution Makes Nonprofit Life Easier
DonorPerfect Community Conference 2023 session with speakers Dana Wiggin & Ed Fredrick with Intuit Quickbooks
Categories: DPCC
Reorganizing Your Finances On the Cloud: How the QuickBooks Solution Makes Nonprofit Life Easier Transcript
Print TranscriptAll right. Hello, everyone, and welcome to The DonorPerfect conference. My name is Darryl Moser and I am the partner Product Manager here at DonorPerfect. And it’s with great excitement that I get to share our guests today. This is the formation of a relationship that just Read More
All right. Hello, everyone, and welcome to The DonorPerfect conference. My name is Darryl Moser and I am the partner Product Manager here at DonorPerfect. And it’s with great excitement that I get to share our guests today. This is the formation of a relationship that just happened over the last year where we’ve become an Intuit partner. And now DonorPerfect is actually able to offer QuickBooks products to our clients. We know that it has been a super popular product on the accounting side together with DonorPerfect. We’ve had an integration for many years. And we actually know that as many as 75% of our DonorPerfect clients are actually usually using QuickBooks today either in a desktop or an online form. So that’s a great amount of adoption that everyone here in the donor community uses. And it’s, it’s with pleasure that I’d like to introduce Dana, Wigan and Frederick. They’re both from Intuit data as a senior partner development manager for Intuit QuickBooks Online solutions. She is successful in establishing vision strategies for multi multi channel relationships and has been passionate about enhancing the DonorPerfect Alliance within the QuickBooks solution provider program. She excels at leveraging 20 years of channel channel business partnerships, including more than 10 around SaaS solutions and has a deep understanding of the challenges partners face I would agree with that. She has walked us through some really challenging situations, but super happy to be here. And she’s known for her constant partner advocacy and satisfaction. Totally agreed. So with that, I will turn the reins over here to Dana and Edie to to share their their knowledge on QuickBooks.
Great, thanks, Darrell. Yes, and I are very excited today to share with you for the session, reorganizing finances in the cloud. As Darrell had just mentioned, we’re just really excited to launch this new relationship with DonorPerfect, which is going to help bring nonprofits, robust cloud based donor management solution when you talk about the two solutions together. So now more than ever, nonprofit digital transformation we know is really important. And it’s just a small percentage of nonprofits actually view their organization’s approach as effective. We know that missing analytics, lack of tracking, user engagement, outdated campaigns, things like that, just to name a few. And so with us being able to operate or with with nonprofits having to operate on tight budgets, we want to be able to add capabilities that could typically in the past have maybe been prohibitive. So QuickBooks offers the alternative to expensive ERPs. And this partnership with DonorPerfect, we’re going to assist and seeing long term value from what your investment could be. Excuse me. So we’ve got an integration and we’ve got automating the administrative tasks like manual data entry, time tracking invoicing, we know that we can save staff more than 50 hours per month, that are would typically be better spent on doing whatever your mission might be. In fact, we know that 96% of accountants actually tell us that reconciling their finances faster and more accurately when they’re utilizing QuickBooks Online. So again, trying to find ways to help save time to use in other areas. With this connection, we have a great way to be able to do this. Getting started with QuickBooks and DonorPerfect is just really easy. It’s quick to connect, all you have to do is open up DonorPerfect. And click right here on the green click to connect QuickBooks block to be able to get started. From there, you can see that you’ve got the ability to post sending those gifts from DonorPerfect to QuickBooks. You can track, track the funds and reconcile them confidently. And of course, as I mentioned, saving time, no more double entry into the two different systems, you can just click the button. And now that information is going to flow over into QuickBooks. And if desired, you’ve got an option to map your donors into QuickBooks customers. Again, just trying to keep it as compiled as possible into one location. We’ve got a seamless integration and the we know that this is going to save the users time and reduce the number of errors that nonprofits typically have with manual entry. This integration is also going to be able to provide the audit trail right so be able to track to know where the information is coming from and where it’s been provided to. You’ll also find that it’s very simple to set up as I mentioned and allow also for data mapping to give you quick set quick access to the different filters so that you can organize the different gifts that are coming in. You can also easily create Adan access custom filters for posting for posted and posted gifts, and putting those gifts, maybe as individual daily or monthly with the summaries. QuickBooks also has an admin access levels that are going to help you set up each area or activity. So for instance, if you want to allow those users that need access to just be able to review the data, or maybe run reports, but we don’t want everybody in there having the option to do edits, deleting, modifying those types of things, we have certain access for just that as well. And we certainly don’t want anybody have access to be able to delete and friends except for those top users that that would need that. So QuickBooks admin levels are going to be very helpful and allowing people to have access, but not giving everybody access to data that they may or may not need. Let’s talk next about connecting with other solutions that can continue to customize the financial needs of your organization. So we have features that are really tailor made for nonprofit, QuickBooks is customizable to your locations and being able to be flexible enough to also grow with you, we have over 750 different applications, including this one from DonorPerfect. Customizing is going to give you a great selection of industry specific applications that can support what your unique business trends are going to be, and tailor it for an end to end solution. And guess what, without an expensive ERP, it can all be done with QuickBooks and these different partners that we work with. So for example, you can also you can think of the way that time savings can also be done when you’re integrating maybe your CRM or your some marketing, for doing the different campaigns that you have for donation statements for your customer list. Those types of applications can connect easily with QuickBooks. And you can use the tools that you’re used to and have that back information flow back into QuickBooks just like it does with DonorPerfect. We’ve also got customizable presentation ready reports. So we’ll take a look at what the performance of a nonprofit might need. It’s gonna be easy to do it at a glance, so that you can make better this business decisions. And with the QuickBooks comprehensive reporting capabilities, we’re going to make that really easy for you. With customizable reporting, one of the things that we know it’s important is is grants and grant writing. So as they become more competitive, the grantors become more focused on concrete outcomes. The nonprofits that understand how to gather and deliver that hard data and maybe engage with those grantors more productively, they’re gonna be able to prove that they’re utilizing the investments to really create change, and they’re gonna have a little bit more of an edge. So QuickBooks is here to help you with that, we are going to provide templates and allow for creating custom reports from scratch. Or you can actually use just the information that we have. That’s, that’s already in some of the General reports that we provide for nonprofits, to be able to get the information that is needed for grant preparation, we have one of the solutions is called QuickBooks advanced. And with that advanced solution, you can actually go in and create custom fields as well. So that you can report on those maybe and utilize what we call also an advanced our chart view. Chart View is going to give you presentation ready reports without having to put all that data into Excel. So again, creating it here so that you don’t have to recreate something in Excel to be able to put it into presentation ready, information. So at the end of the day, we know that accounting is all about getting that information that you need to make smart decisions, as well as utilizing it for for the grants and for such things like that. So it really means seeing the overall picture of what the entire nonprofit financials are going to be presented. And we want to help you present them in the way that you want to present them. But what about the day to day. So if we want to take a look at our pre built dashboards, what we have is something that’s gonna be customizable by the individual users, we’re actually seeing a trend of users that are wanting to move to QuickBooks Online from our desktop platform. So online is going to allow for the latest functionality and updates that are going to be done several times per year. And one other advantage, as I mentioned before, is being able to have the users be able to have access when they need it. With the online advanced user, we give up to 25 users to have that remote access from your phone or from their computer. So those are going to be nice features. And again, each one of those users is gonna be able to set up a custom dashboard. So having pre built dashboards help them be able to see what they used to have in desktop. And now they can also see that in their online version just as easily. What we love about this is that each user again can customize what they want to see. So what’s important to them when it comes to their day to day seeing the snapshot of the overall business or is it’s a certain piece of the business that I need to hit just have access to. And for you know the organization as a whole, we want to be able to maybe see that complete financial status and how it’s doing for the organization as well. This is really going to give us a good pulse on what the top donations and expenditures are, and then maybe even be able to spot some trends all within a single dashboard. Next, we’ll talk about workflow automation. We have the integration with the nonprofit technology stack to be able to create efficient workflows, manager workflows, and improve efficiency across the entire organization. So with these workflows, customizing them for the nonprofit can give back hours each month for each of the individual users that are going to set them up. So automating those time consuming tasks. So maybe we’ve got some that are routing invoices through a preset approval process. Think about if we’ve got the phone bill, that’s pretty much the same every month or the electric bill, maybe we have just a threshold that set that anything that’s under a certain amount of money, maybe it’s under $250. And those are all examples that could be automated, so long as they meet the desired thresholds that you or your organization will put together. Again, creating time and not having to look at each and every, each and every invoice that might come across. You can also set up reminders for transactions similar to the invoices. So instead of just letting those flow normally, maybe we want to just make sure that we’re setting up if invoices come in, and they’re of a certain amount, that we want to track those or be able to get those approvals to go through or again, payments, payments that are made, or even deposits that are made of a certain amount, we want to be able to see any of those large ones that might be able to come in,
we could possibly also do content classes assigned to the different transactions and be able to track the balances by that individual campaigns or maybe by the locations, whatever the meaningful breakdowns are that are going to be important for for your nonprofit. We also know that they utilize classes and reporting on those account balances for each, right. So that’s going to be be able to be done very easily with within these workflows as well, I will share that it does take a little bit of time to get the workflow set up. So when we’re setting up in QuickBooks, I mean, that’s gonna be something that’s important. But once they’re set up for your organization, with having all of that information broke out, it’s gonna be a lot easier in the long run to be able to stay on top of your financial health. We also have fun accounting, right? So it’s gonna be important for class tracking and banking sub accounts to be able to track the funds, funds for donations, grants, and even the other funds that are coming in before the money is really going to be utilized to be spent on so then we’ve got the ability to of course, be able to pull that into the customizable reporting, and show the proper collection, disbursement and keep in control of all the different money relative to the funds and to the that the nonprofit is going to be receiving in. Okay. And then when we talk about SAS again, so we’ve got the desktop version that’s been popular, as as we know, especially in the the non, excuse me in the DonorPerfect World. But we also have the capability of going to SAS with online, what we do find is that organizations are really getting a tremendous amount of flexibility. We’re finding that with SAS, you’ve got the the typical things that SAS provides, the upfront costs are going to be minimal features and fixes or upgrades are easily done. And they’re done regularly. You know, with QuickBooks Desktop, we’re only doing our our new releases once the once each year. But you’ll see them several times a year when we talk about the online version. So again, giving the best flexibility within your organization is always going to be key. The other piece that’s nice about pardon me about going with the SAS version is that it’s actually for both right. So having the security is always going to be important. And that’s going to go to be a part of both solutions. But that’s on the online side. As we mentioned before, it’s always important to know what your financial data is and that it’s going to be secure. So we want to make sure that those that have access are going to have the access that they need, but not access that they that we don’t want them have to have access to again, very important that they can’t print or delete, or edit a lot of times. So with that QuickBooks has admin access levels to set up in each area or activity, so we can allow some to do approvals for invoices, but maybe not do approvals for deposits or something else. Excuse me, allowing those to again, review data, but I Again, those that might need that full access. So additionally with with QuickBooks Online, you’re also going to be protecting the privacy and security of that financial information. Absolutely our top priority, we always have to make sure that you know, the millions of customers that we work with that we are keeping it as protected as it’s just the most important thing in our day to day. So what do we do, we’ve got multifactor authentication, we’ve got SSL and RSA for encryption. And the of course, the access restriction to keep your information safe. This is going to provide the peace of mind that you need for QuickBooks, knowing that the data is saved automatically and regularly. Okay, so we don’t have to worry about it being lost. However, if we do find out that errors have been made, we can go back to a previous points in the future, or excuse me previous points in the past, and bring it up to what we want to make those changes to to be able to make that fix. And this is all included, that’s another nice piece about going this direction, there is no need for you to pay extra software for those types of services, we are including in in the monthly cost or whatever is the capability have everything backed up and and to be able to go back and get your information from a previous point in time. And we find that that is is one of the benefits that a lot of our nonprofits do like over being able to do that, that you you would not be able to have that same capability as easily with a desktop solution. But again, security is the most important whether it is desktop, or the online version. So why DonorPerfect and QuickBooks together QuickBooks and DonorPerfect are bringing you and your nonprofit, a comprehensive cloud based Financial Suite to give you all the data and the detail at your fingertips. We’ve got a virtual booth that you can take a look at, we’ve got some information there that is is relevant to the nonprofits. And we are both going to be manning the booth both today and tomorrow. So that if you have any questions that you can come to us. So we certainly appreciate your time. And for those that are quick with their phones, we have a QR code coming up on the next slide. You’ll be able to submit and receive an Intuit gift if you’re on the first 20 that is able to jump up. So again, we appreciate your time. I’m Darrell, do we have any questions? We have some time for questions?
We do have some time for questions. So our Yeah, there was one that was in the thread here. And I just wanted to sort of follow up on it. And it was Pam and she asked if we already use QuickBooks Online. Can we switch to getting through DonorPerfect? Or is there a way to connect our existing account to DEP. Actually, Pam, what I what I wanted to share, I know that Ed responded, you’re not you don’t need to move your account, you can actually connect the two of them. The only thing that we would have to make sure of is with DonorPerfect. It is in certain plans and certain pricing plans, the QuickBooks integration is an add on. So pretty much for any of our Essentials Premier and enterprise that QuickBooks integration is included with our package. But if you’re operating on later Express, or maybe one of our legacy pricing plans, you may need to add that QuickBooks integration and you can just speak with your account rep to go. Go ahead and get that added. I know there probably will be a few other questions about the integration, happy to either feel those but also encourage you to potentially go to our support desk that we have here in the conference, there is a there is a booth a virtual booth that you can visit and ask them any of the technical questions that you might have related to this. The other question that was asked was by Morgan. If we enter donations into DonorPerfect through third party, give cloud check scan, I know that as well as my my partner products will be synced to QuickBooks, I believe that the answer is correct on that. The the way that the post works, I’m pretty sure that it just takes a batch of what has not been posted. But I’ll double check that for you and get back to you if that’s not exactly correct. And there’s were there any PDFs? We’re going to be adding them shortly? We just need to connect them here in a bit. Let me go ahead and check our live chat looks like we might have lost Ed. Oh, I see the QR code is not valid.
What I tested it this morning. Let me try it again.
I’ve already hit the limit, but I don’t I don’t think I don’t
think it would have stopped at the limit. So let’s try it real quick.
And I want to remind everybody, if you would like to receive more information after this session about QuickBooks, the other thing QuickBooks or payroll or even the The integration itself, go ahead and go into the poll. And click Yes. And we’ll make sure that you get added to the list. And we’ll try and follow up with you that way. Download
real quick on a QR code, I did get it to work, it does take a little bit of time to, to go through. So maybe just be a little bit patient. It took 20 seconds or so to connect. But I did get it to work.
Okay. Here’s a good question. Will dp and QuickBooks integrate with TurboTax?
We can send transactions to QuickBooks I guess. Is there a native connection between TurboTax and QuickBooks?
Yeah, the information can go from, from QuickBooks to TurboTax. I’d have to get more information I, I am only on the QuickBooks side so I can get more information. We can respond to that.
Okay, that’d be great. Yeah, these these questions, we’ll be able to download them. And we can follow up with you as well. Okay, perfect. You can repeat here in the any information on QuickBooks Desktop, as it relates to them are perfect. I can say this is from Peter. Peter, we do have an integration with QuickBooks Desktop as well. If that’s kind of what you’re asking about, again, you could certainly connect with our support team. And double check about that. And also, at some point, I think, I assume you probably want to start exploring the upgrade from desktop to QBO. We can also assist you with that. That’s something that you want to take on in some future years. What happens to the in kind gifts entered into DonorPerfect, okay, how are they treated when integrating with QuickBooks? Today, those do not flow across, we’re only flowing financial transactions that are not in Xero. So that was just sort of a follow up there for Laurie. And Terry says she was able to get it to work, and or he got it to work. So I assume the QR code is starting to do okay for everyone here. So. All right, great. So we’ve got the poll up. Any other questions that you would like to ask, either put them into q&a Or feel free to drop them in the live chat.
And we’re actually starting to get some additional people that are maybe filtering over from some of the sessions that could be ending here. So I did want to let you know that after this, you can either hop into our 230 sessions, how to review your engagement strategy, finding donors on the fringes that’s hosted by Arlene Berkowitz, one of our product trainers, and reinvesting in women, the future of nonprofit leadership by Tyson Williams, they’re both going to be starting at 230. And there’ll be just prior to our keynote address at 330, which will be John Gary reigniting innovation within your organization. So some truly exciting topics. We hope that you will join us there, I don’t see any additional questions coming in. So again, for those of you that have joined late, this was a super exciting session for us to share, because we just created this partnership with Intuit, we’re doing a perfect can now offer QuickBooks to our clients and can assist you through the integration process. As many of you know, we have had an integration to QuickBooks Online for quite a while. And we look forward to the to all using that we use cue give her donations. I know they integrate into BP, will they integrate over to QuickBooks? So Luann? I think that’s connected to the one of the other questions is any integrated solution. Once the gift gets into DonorPerfect, that should be flowing over to QuickBooks when you end up doing a post. So whether it’s QBO, cloud, check, scan any of those, you should be seeing all your transactions. All right. Well, with that, thank you so much, Dana and Edie if you’re still may hanging around backstage. Thank you both for being a part of the DonorPerfect conference. And thank you to the attendees that joined us for this session. We look forward to actually having much much more content together with Intuit in the future as we begin to share and enhance how we work together. So with that, we’ll go ahead and close up the session and give you a chance to hop over to the others. Thanks, everyone. Thank you
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