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givingbacklife-p
April 11, 2019
Question

How can I generate a donor list report that includes donor name, contact information, and latest contribution date?

  • April 11, 2019
  • 3 replies
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Original commenter did not share additional details

    3 replies

    K
    KhimG
    April 11, 2019

    Thanks for visiting the Community, @givingbacklife-p.


    I’m here to make sure you get the right report with the information you need in QuickBooks.


    At this time, the option to generate a donor list with the name of donors, contact information and the latest contribution date is currently unavailable. You have to run two different reports like Donor Contact List and Sales by Donor Detail.


    The first one provides information such as name, address and phone number. While the latter can show you the summary of contributions.


    Pull up the reports in QuickBooks by following the steps below:

    1. Go to Reports from the left menu and enter the report name on the search bar to quickly locate it or browse the categories listed.
    2. Select the report to open it.
    3. Click Customize to only show the information you want.
    4. Hit Run report.

     

    Here’s an article for more information: Run reports in QBO.

     

    You can export these reports to Excel and edit the data from there. Let me show you how:

    1. Follow the steps above to run the report.
    2. Click the Export icon.
    3. Choose Export to Excel.

    Check out the video tutorial on this article for visual reference: How to export reports to Excel.

     

    That should answer your concern for today. Leave a comment below if you have any questions, I’m always here to help. Have a good one!

    G
    givingbacklife-pAuthor
    April 14, 2019

    Thank you for your prompt and thorough explanation. It confirmed the limitation I encountered in QuickBooks and highlights an opportunity to improve the donor listing report. From a small non-profit organization perspective, it would be very helpful to include the last contribution or transaction date as an optional field in the donor lists. The "sales by customer detail" report can provide that information, but it could entail running a report that spans several years and then manually comparing the donor list with the detailed sales report. One of the advantages of adopting a data-driven application like QuickBooks is avoiding the need for manual comparisons between fields in the QB database. Adding the last donation date to the donor list report would be a much appreciated and value-added enhancement.

      JaneD
      JaneD
      April 15, 2019

      Allow me to step in, givingbacklife-p.

       

      I appreciate your thoughts about the donor report in QuickBooks Online (QBO). I'm here to give some insights on this.

       

      QBO offers pre-created reports you can customize to show the information you need the way you want to see it. Set the report to All Dates to show the last contribution in the Customize section.

       

      Just open the report, click on Customize, and select All Dates under Report period. You can also check out these articles for your reference: 

       

      We're always looking for ways we can make QBO better for all users. By sharing your concern here in the Community, our app developers are pushing the envelope to improve the product's features to meet your needs. 

       

      You can always check back for any product updates and feature enhancements through our website: https://quickbooks.intuit.com/blog/.

       

      That should do it. Please let me know if you have other questions. I'm always around to help.

      E
      edenwillow
      February 26, 2021

      It would be SO USEFUL to be able to run a report with the donor name, address, and amount donated by product/service and date range. It's insane to me that this is not already available, as the data exists in QB. For a small nonprofit, that report would make it much easier to do simple things like a mail merge for donor letters, which right now takes combining data from multiple reports. Please fix this QB!

        J
        joanneKing
        February 26, 2021

        I totally agree Willow, about 15 years ago I moved from MYOB to Quickbooks because the reporting was so much more customisable. I would tell everyone that QB reporting is so much better when they asked which one I prefer. I am wondering if Zero is now the best at reporting? I will look at options in Zero, I have a few friends that run it and I will get back to everyone and let you all know.

          J
          joanneKing
          August 8, 2021

          Just an update that Xero doesn’t have this option either, doh.

            J
            JFKFR
            May 11, 2023

            I am the bookkeeper for a small church and am experiencing the same problem as everyone else in this thread.  I have to generate 200 end-of-year donation report letters, personalized with name, address, and total donation for the year.  This should be a relatively simple task, but last year I spent 40+ hours trying to reconcile two separate reports, marrying them into a workable Excel spreadsheet, and cross-checking the accuracy of every single letter to complete the task.  It is incomprehensible to me that QBO has not solved, or even addressed, this problem considering the number of users who have expressed their frustration over this seemingly simple solution.  Our Treasurer is so frustrated about QBO that she is considering switching to a new platform for our accounting.  PLEASE FIX THIS PROBLEM.

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