Exporting Statement Data from QuickBooks

This guide outlines the workflow for exporting financial data from QuickBooks and processing it with the Donor Statements Google Sheet.

1. Export Data from QuickBooks

Begin by pulling the raw data from QuickBooks to ensure your statements reflect the most recent transactions.

• Navigate to "Custom Reports" in QuickBooks.

• Export the following three reports directly to Google Sheets and close each report tab created.:

  1. aGS Stmts Account List

  2. aGS Stmts Contact List

  3. aGS Stmts Sales by Donor Detail

     • Change the reporting period to cover the statement dates. {Note: This period typically starts on the January 1st of the current fiscal year through the end of the fiscal year. For FY27, for instance, the start date would be 01/01/2026 and the end date would be 06/30/2027.}

     • Click on "Run Report" and export the data to Google Sheets.

• Launch the QB Exports for Statements Google Sheet.

• Run Script: Select FCC Script > Harvest Gsheets from Root Folder.

• Verify: Check the "Exported Data" table to confirm the timestamps match your recent exports.

• Close all tabs related to the QB Exports for Statements sheet once verified.

2. Configure Statement Controls

• Launch the Donor Statements Google Sheet.

• Define the parameters for the current statement cycle on the Control tab (see Figure 1, below).

  • Type of Statement {Select "Tax Statement" for the end of the calendar year; otherwise, select "Pledge FYtd Statement"}

  • Date Ranges - Set "Statement as of Date," "Pledge Fiscal Year," "Start/End of FY," and "Calendar Start/End"

• Run Script: Select FCC Script > Initialize Statements > Reset Non-Taxable Checkboxes.

• Identify any additional classes and accounts which you know to be non-tax deductible by checking the associated  checkboxes.

3. Parse & Review Donor Names

Since QuickBooks names often represent "giving units" (couples, entities, or nicknames), they must be cleaned for professional email correspondence.

• Launch the Donor Statements Google Sheet.

• Run Script: Select FCC Script > Initialize Statements > Parse QuickBooks Donor Names which will collect donor info from QuickBooks adding any new donors to the end of the donor list.

• Verify Donor Names: Review the Verify Names tab for any issues flagged by the script.

• Review Edited Names: Review the Parsed Names tab (see Figure 2, below) containing the extracted First, Last, and "Familiar" names.

• Editing: If a donor prefers a nickname (e.g., "Fluffy" instead of "Millicent"), edit it here.

• Locking Edits: Enter any character in the first column to flag the row. This prevents the script from overwriting your manual changes during the next run.

• Flag 'N': For donors giving through 3rd party 501(c)3 foundations (e.g., Keller Charity Fund). The statement will generate but will indicate donations should not be reported to the IRS.

• Flag 'X': For entities or investments that should not receive a statement at all (e.g., Mewbourne Oil Company).

Proceed with Generating Donor Statements to produce and email the donor statements.