Accounting for NGOs Using QuickBooks Online – Practical Training Course

Introduction

Effective financial management is central to the success of any non-governmental organization (NGO). Transparent, accurate, and accountable financial practices are critical—not only to meet donor and regulatory expectations but also to ensure the efficient use of limited resources.

This course, Accounting for NGOs Using QuickBooks Online, is designed to equip finance staff, administrators, and managers within the non-profit sector with practical accounting skills tailored to the specific needs and challenges faced by NGOs. It aims to enable participants to meet diverse donor financial reporting requirements, board expectations, and international financial reporting standards (IFRS).

Participants will be introduced to both the principles of NGO accounting and the use of QuickBooks Online, a widely used cloud-based accounting software that simplifies financial tracking, budgeting, reporting, and compliance. NGOs are required to manage their funds under specific donor restrictions, fund-use conditions, and program-based budgeting frameworks—this course helps bridge the gap between standard accounting tools and the unique reporting and fund management needs of NGOs.

Through hands-on training, participants will gain practical experience in setting up a QuickBooks Online system for NGOs, including customization of the chart of accounts, tracking multiple funding sources, managing grants, donations, and allocating expenditures. The course will also cover best practices in financial reporting, internal controls, and audit preparedness—all from the perspective of NGO operations.

By the end of the course, participants will be empowered to implement efficient accounting workflows, improve financial transparency, and support informed decision-making within their organizations. This course goes beyond learning software—it’s about empowering NGO professionals to drive impact through sound financial stewardship.

Who Should Attend

This course is ideal for:

• Finance professionals and accountants working in or with NGOs
• Finance officers, accountants, and bookkeepers responsible for managing daily financial records
• Program managers and administrators overseeing budgets, grants, and donor funds
• NGO directors and executive leaders seeking to understand financial reports and ensure compliance
• Grant and fundraising officers responsible for tracking restricted and unrestricted funding
• Anyone interested in NGO finance or transitioning into non-profit accounting

Course Objectives

By the end of this training, participants will be able to:

• Set up a chart of accounts for various types of NGOs using QuickBooks Online
• Generate budget execution reports per donor
• Produce financial statements for both management and auditors
• Set up and track budgets, and generate variance reports
• Post income and expenses by grant
• Manage accounts payable and receivable
• Allocate expenses across multiple programs
• Record and manage foreign exchange gains and losses

Course Content

Module 1: Introduction to NGO Financial Management

• Overview of non-profit accounting principles
• Key differences between for-profit and NGO accounting
• Regulatory and donor reporting requirements
• The role of accounting in promoting NGO transparency

Module 2: Introduction to QuickBooks Online for NGOs

• Understanding QuickBooks: Desktop vs. Online
• Navigating the QuickBooks interface
• Setting up an NGO company profile
• Configuring user access and data security

Module 3: Designing the Chart of Accounts for NGOs

• Customizing the chart of accounts to reflect NGO operations
• Creating categories for programs, grants, and funding sources
• Setting up classes and locations for donor/project tracking
• Best practices for account naming and structuring

Module 4: Managing Donor Funds and Restricted Grants

• Tracking restricted vs. unrestricted funds
• Recording pledges, grants, and donations
• Using classes/jobs to monitor individual projects
• Handling multi-donor project accounting

Module 5: Recording Financial Transactions

• Entering bills, expenses, and payments
• Managing petty cash and staff advances
• Recording journal entries and fund transfers
• Importing bank statements and performing reconciliations

Module 6: Financial Reporting for NGOs

• Generating key reports: Income Statements by Class, Balance Sheets per Donor, Organization-wide reports
• Preparing budget execution reports
• Audit preparation and financial review readiness
• Exporting reports to Excel and PDF

Module 7: Advanced Budgeting

• Entering and reviewing budgets
• Copying prior year budgets
• Modifying and importing budgets from Excel
• Preparing budget reports per donor and for the Board of Directors

Module 8: Advanced Features

• Using QuickBooks on a network (multi-user mode)
• Setting password protection and role-based access
• Performing software updates
• Data security and backup strategies

Training Approach

This course will be delivered by experienced trainers with extensive knowledge of NGO accounting and financial management. The sessions will be conducted in English and will include a blend of theory, practical demonstrations, group discussions, and case studies. Training manuals and supplementary materials will be provided to participants upon completion.

Certification

Participants will receive a certificate of completion issued by Victor Finance Consultancy Ltd (VFC Ltd).

Tailor-Made Courses

This training can be customized to suit specific organizational needs. For inquiries, please contact:

📧 Email:consultancyvictorfinance@gmail.com
📞 Phone: +250 796 151 919 / 0788 525 753

Training Details

👉 Click here to Register

Bank Payment Details for payment

• Bank Name: BPR
• Account Name: Victor Finance Consultancy
• Account Number: 4410956671