YNAB for Church/NonProfit-Tracking Donors
I have been a YNABer since 2009. Recently my husband became pastor of a small church. I have found some nice fund accounting software options, but I am continually frustrated that YNAB style budgeting is missing. Anyone out there using YNAB for their non-profit that can share some insight? I am specifically interested on how you are tracking donations/donors for year end letters and recording those deposits. I can't wrap my mind around how we would make the one weekly deposit that consists of multiple donors. I am willing to use 2 systems if that's what it takes to get control over the budget. Thanks!
Here's how you could break out your one big weekly deposit into individual donations:
Create a budget account called 'Donations.'
Record each individual donation in that account, being careful to always use the same Payee for repeat donors (ie John Smith is always John Smith, not John J. Smith). Add a check number and and any other distinguishing details to the Memo of the donation entry.
When you make a bulk deposit to the bank account, record that deposit in YNAB as a transfer from 'Donations.'
This allows you to map every individual donation to a bank deposit, which ensures you don't miss any individual donations.
'Donations' is a 'clearing' account, meaning everything that goes into goes right back out.
I prefer this approach to turning those bank deposits into a bunch of splits.
At year-end I would export your budget data to csv, import into a Google Sheet (or Excel), and run donor totals in that spreadsheet.
Thank you all for this topic. Our church doesn't use YNAB or anything really fancy. They're on Quicken for bookkeeping , excel for a budget, and excel for donation tracking. I was thinking of YNAB to do an audit of Quicken by starting with ending balances from a certain month, manually entering all the transaction in Quicken -using ideas shared in this thread- and then comparing the results at the end of the month. Do the balances match for the accounts, do category balances match the excel budget, and same check on donations by person. Wonderful Ideas! Thanks!
Would also work for a non-profit, community club, etc.
How's the church budget coming along? Also, I have some website ideas for small churches, nothing expensive at all (could even be free). The two example sites I have are kraftchurch.weebly.com and paperchurch.weebly.com These are not real churches, just kraft paper (very clever pun, I think) for your church to look at and think about. Kraft is the smaller one, very static information and very basic. Paper is more involved with updated new feed and uploaded sermons.
Regarding fund accounting, how are you tracking fund balances in YNAB? If someone donates $5,000 to youth camp to sponsor kids going to camp, how do you track this in YNAB to make sure that $5,000 is budgeted and accounted for as a youth camp expense? How do you make sure those funds aren't reallocated to another area? Fund balances should be tracked outside of budgeted amounts, so that if we need to spend more than available in the general fund, we are able to and later know how much should be made available in the designated fund that we had to temporarily pull from.