Training on NGO Accounting Using QuickBooks & Other Accounting Software

Module 1: Introduction to NGO Financial Management & Software Tools

• Principles of NGO financial management

• Overview of QuickBooks and other accounting systems (Sage, Tally, Xero)

• NGO-specific accounting needs

Module 2: Setting Up QuickBooks for NGOs

• Installation & navigation basics

• Creating an NGO chart of accounts

• Setting up donors, grants, and cost centers

• Case Exercise: Setting up a donor-funded project

Module 3: Recording NGO Transactions

• Recording income (grants, donations, sub-grants)

• Recording expenses (project vs administrative costs)

• Managing petty cash

• Hands-on practice in QuickBooks

Module 4: Budgeting and Fund Tracking

• Setting up and managing donor budgets

• Tracking restricted vs unrestricted funds

• Multi-project accounting in QuickBooks

• Practical Session: Creating and monitoring donor budgets

Module 5: Payroll & Statutory Compliance

• Setting up NGO payroll in QuickBooks

• Capturing taxes, benefits, and statutory deductions (PAYE, NSSF, NHIF, etc.)

• Generating payroll reports

• Exercise: Processing staff payroll in QuickBooks

Module 6: Financial Reporting in QuickBooks

• Donor-compliant reporting standards

• Customizing financial reports (income statements, grant utilization reports)

• Exporting reports for donor submissions

• Practical Exercise: Preparing a donor financial report

Module 7: Integrating QuickBooks with Other Tools

• Integration with Excel, banking systems, and other accounting software

• Data import/export techniques

• Cloud-based accounting for NGOs (QuickBooks Online, Xero)

Module 8: Internal Controls & Audit Readiness

• Internal control measures in financial software

• Audit trails and accountability features

• Common audit queries in NGOs

• Case Study: Audit of an NGO using QuickBooks

Module 9: Advanced Features & Automation

• Using classes, tags, and dimensions for detailed analysis

• Automating recurring transactions and donor reporting

• Backup, security, and data protection for NGOs

Module 10: Practical Project & Final Presentations

• Group project: Designing a QuickBooks setup for a multi-donor NGO

• Hands-on simulations of donor reporting

• Presentations & feedback

• Closing reflections and action plan