Comprehensive Guide to QuickBooks Nonprofit Pricing in 2025

QUICKBOOKS: A BETTER WAY TO BALANCE

In the nonprofit sector, every dollar counts. Your organization has worked hard to raise donations and build support and keeping your finances organized ensures the transparency that today’s donors expect.

Originally launched in 1992 by Intuit, QuickBooks has grown into the leading online accounting software, with more than 6.5 million users worldwide. Designed with small and mid-sized operations in mind, it’s especially useful for nonprofits looking to track donations, manage donor data, and generate detailed financial reports.

Nonprofits need to balance fundraising with financials and with QuickBooks handling your accounting, and Paybee handling your fundraising events, your charity is setting itself up for success, allowing you to focus on what is most important: spreading your nonprofit's mission, rallying supporters, and making a real difference.

Before we dive into current QuickBooks pricing and plans, let’s look at why so many charities are using the software as their preferred accounting solution:

1. User Friendly: More often than not, nonprofits are operating with tight budgets and hiring an accountant just isn’t in the financial cards. QuickBooks brought a solution to the table by offering a guided set-up process, free learning resources, and an easy to use interface that shows you what you need to know, when you need to know it. Whether you manage the books yourself or are relying on helping hands from volunteers, Quickbooks is pretty straightforward, even for the most novice of “would-be” accounts. It’s all right there in one easy to understand program.
2. Non-profit Specific Features. While Quickbooks was created with small and medium businesses in mind, it didn’t take long for the company to realize the void that existed when it came to nonprofit accounting solutions. Nonprofits have unique needs and Quickbooks makes your nonprofits accounting easier than ever with essential features like donation tracking, donor management and customizable reporting. These features allow your organization to stay transparent, compliant, and focused on its mission instead of getting bogged down in spreadsheets.
3. Scalable and Cost-Effective: Nonprofits need cost-effective solutions in order to know what dollars are coming in, and what dollars are going out. QuickBooks offers a tiered pricing plan, which means that you can subscribe to the services you need with the option to upgrade as needed.. Whether you’re just starting out or just starting to grow, Quickbooks has you covered, and with special discounts offered by TechSoup for registered 501(c)(3) charities, signing up for QuickBooks just makes financial sense.

What is QuickBooks Nonprofit Pricing?

Through its partnership with TechSoup, eligible 501(c)(3) nonprofits can access QuickBooks software at no cost, paying only an annual administration fee, which can result in significant savings for your charity.

Here’s a quick overview of the four primary QuickBooks plans available through TechSoup, with prices being accurate as of July 2025. For the most up-to-date pricing, it’s best to check directly with TechSoup or QuickBooks. We’ll dive into each plan in a more comprehensive and comparative way a bit further along in the article. But, here are the basics:

●  Quickbooks Online Plus (5 users):

 $92/month vs. annual $75 admin fee with TechSoup

●  Quickbooks Online Advanced (25 users)

$200/month retail vs. annual $170 admin fee with TechSoup

●  QuickBooks Desktop Premier 2021 (1 User)

$650 annual fee vs. annual $78 admin fee with TechSoup

●  QuickBooks Desktop Premier 2021 (3 Users)

$1200 annual fee vs. annual $168 admin fee with TechSoup

It should be noted that the two QuickBooks Desktop Premier Nonprofit options are available only to nonprofits that previously purchased those particular packages through TechSoup in the past, as Intuit has discontinued new subscriptions for Desktop versions in favor of cloud-based QuickBooks Online solutions.

If you do currently operate with one of the desktop versions you may be wondering how it stacks up against the newer cloud-based system. Many have heard the term “the cloud,” but its meaning isn’t always clear.

Simply put, cloud-based systems operate online, accessible via a web browser or mobile app, while Desktop versions are installed directly on a single computer. To break it down, Cloud-based plans are great for teams who need to work from anywhere, while the Desktop version works best for organizations with more complex or on-site accounting needs.

ELIGIBILITY CRITERIA FOR TECHSOUP NONPROFIT PRICING

If your charity is interested in applying for the TechSoup nonprofit pricing it’s important to know if you meet the eligibility requirements. Here’s what you need to know according to the TechSoup website:

●  Only nonprofits with 501(c)(3) status qualify for QuickBooks products through the TechSoup program.

●  Only organizations with annual operating budgets of less than $10 million are eligible for products offered through the program.

●  Eligible organizations can request one SoupTech product per fiscal year (July 1 to June 30).

●  Nonprofits must agree to share information with Intuit for creating case studies or testimonials about their program.

●  Products are provided to qualifying organizations only, not to individuals, and cannot be transferred or resold.

●  Organizations that discriminate in services or employment based on race, color, or sex are ineligible.

If you would like more information on the requirements and restrictions involved in applying for a QuickBook discount through TechSoup please click here.

Benefits of QuickBooks for Nonprofits

So we know that Quickbooks is user-friendly, that you can choose your plan according to your nonprofits needs, and that it has certain features that are specifically tailored to nonprofits organizations. But what are these features we keep talking about? Here are three of the top features that Quickbooks provides to help your organization stay organized, transparent, and focused on the mission, not the financials:

●  Donation Tracking: Donation tracking is one of the most important parts of running a nonprofit, and QuickBooks makes that process easier than ever. Whether a donor gives by credit card, check, cash, digital wallet, or even bank transfer, QuickBooks allows you to link each donation to a specific donor, fundraising campaign, or program, so it’s easy to see where your support is coming from and how it's being used.

If you have donors that give regularly, perhaps on a monthly or quarterly basis, QuickBooks can track that donation automatically and keep supporter records up to date so that it's easy to send out thank you letters and generate the receipts your donors need when it comes to tax-time.

For organizations that rely on multiple revenue streams, this kind of visibility is a game-changer. You can easily break out reports by donor, date, or project, which not only keeps your team organized but also makes reporting to your board members or supporters much easier.

●  Customizable, Nonprofit-Specific Reports: Every nonprofit is different, and equally so, has different reporting needs. Quickbooks creates detailed reports that fit those needs instead of having to rely on templates and programs that were made for for-profit businesses. So whether your charity is applying for grants, updating your board, or simply letting interested donors know where their money is going, Quickbooks makes it easy to create the reports your charity needs.

QuickBooks also comes with built-in reports designed specifically for nonprofits, such as the Statement of Financial Position (similar to a balance sheet) and the Statement of Activities (like a profit and loss report). These reports are structured to show how your organization is handling their finances, especially when it comes to separating restricted and unrestricted funds, which is a key part of maintaining donor trust.

But where QuickBooks really stands apart when it comes to nonprofit accounting software, is just how flexible all of these reports can be. You can filter data by program, fund, donor, or time period, and even save custom versions of your reports for regular use, and in real-time. That means you can pull the exact numbers your board asks for without having to reformat everything manually and know that your numbers are up-to-date, and not just estimates or projections.

●  Bookkeeping Automation: For many nonprofits, bookkeeping is a time-consuming but vital part of the process of making a charity successful. As with most things, time is money and QuickBooks helps ease that burden by automating many of the daily financial tasks that would otherwise take hours of manpower that could be spent in better ways.

One of the biggest time-savers is bank integration. QuickBooks connects directly with your bank and credit card accounts, automatically importing transactions in real time. In addition to automatically entering donation data, QuickBooks also automates recurring bills and transactions, like rent payments, utilities, services, invoices, and any subscription plans your nonprofit has signed up for, ensuring that not only are you keeping track of the money coming in, but also keeping track of the money going out, making sure your bills are paid on time and reducing any chance of human error that could affect your day-to-day operations.

Comparing QuickBooks Plans for Nonprofits

If your nonprofit is considering signing up for QuickBooks it's important to keep in mind that each plan has different pricing, different features, and different user limits so when it comes to choosing the right QuickBooks plan for your nonprofit, one size doesn’t fit all. Here’s a breakdown of what each plan has to offer and how it fits into a monthly budget:

QuickBooks Plus

QuickBooks Online Plus is a great option for small nonprofits that just need the basics. It supports up to 5 users, and lets you manage budgets, expenses, and donations easily, making it a cost-effective solution for smaller organizations.

●  Cost: $15/month

●  Users: Up to 5

●  Best for: Smaller Nonprofits

QuickBooks Advanced

QuickBooks Online Advanced is built for up and coming or mid-sized nonprofits that need additional features and flexibility. It allows up to 25 users and includes custom reporting, advanced analytics, and extra automated features. The QuickBooks Advanced plan also comes with premium customer support and extras like batch

invoicing. This plan is obviously more expensive than QuickBooks Plus but if your nonprofit is handling multiple programs or grants and you need access to a more in-depth look at your finances , this plan offers solid value for the price.

●  Cost: $30.00/month

●  Users: Up to 25

●  Best for: Medium sized nonprofits

QuickBooks Enterprise

QuickBooks Desktop Enterprise is the most powerful of the QuickBooks plans, offering the most features, and is built for large nonprofits with more complex financial operations. It supports up to 40 users, offers advanced reporting tools, and includes various extra features depending on whether you choose the Gold, Platinum, or Diamond package. However, since TechSoup primarily serves small to mid-sized nonprofits, Enterprise is not available at a discounted rate.

●  Cost: Varies depending on plan (contact QuickBooks directly for more info)

●  Users: Up to 40

●  Best for: Large sized nonprofits.

How to pick the Right QuickBooks Plan for Your Nonprofit

Picking the right QuickBooks plan for your nonprofit involves more than just looking at price tags. You need a plan that fits your current needs but that can also expand as your charity grows. Whether you're a small grassroots team just starting out or a large nonprofit organization juggling multiple projects simultaneously, a little research can go a long way into helping you make the right choice, ensuring you get the features you need without paying for the ones you don’t.

Think About Your Nonprofit's Size

How many people need access to the accounting system? If you're just starting out or have a small team, QuickBooks Plus could suit your nonprofit just fine. Bigger nonprofits with more users and more complicated needs might be better off with the Advanced version.

Decide What Features You Need

What accounting tools do you use every day? Most likely you need to track donations, create budgets, and generate reports, but is there anything else? List the things that will make your nonprofit accounting smoother and more streamlined, so you can spend more time on fundraising instead of crunching numbers.

Compare and Contrast

Check out the different QuickBooks for Nonprofits options and see how they compare. It's about finding the right mix of needed features, avoiding unnecessary ones, and staying within budget.

Try Before You Buy

QuickBooks gives you 30 days to test plans like Online Plus or Advanced for free. If you have a bookkeeper, treasurer or volunteer accountant, get them to play around with it as well. Make sure the software feels right for how your nonprofit runs and is providing you with the features you need before signing up.

Check To See If You Can Access TechSoup Savings

As we’ve mentioned throughout this article,if your nonprofit is eligible, TechSoup offers major discounts on QuickBooks products. Taking advantage of this can help stretch your budget and give you access to more advanced features at a fraction of the cost.

Trends in QuickBooks Nonprofit Pricing for 2025

If your nonprofit is already using QuickBooks as your accounting software of choice you may have noticed some changes, not only in functionality, but in pricing as well. If you haven’t already signed up for QuickBooks you might be curious as to how things are changing and what to look out for. Here’s what’s happening this year in when it comes to the popular accounting software:

Prices are on the rise.

It seems like everything is becoming more expensive and QuickBooks is no exception, particularly when it comes to some of the more top-tier packages. Some versions, including the Online Advanced model, have seen price increases of up to 19% over past years. Why the price change? Well, first of all, Intuit, QuickBooks parent company, has invested a significant amount of money into AI, security technology and new features, which they say allows them to keep them competitive with other accounting based software.

Shifting to Subscription Based Models

Quickbooks has also shifted from a one-time purchase model to a subscription based model. While a subscription model means that users can expect regular system upgrades, better tech support and improved cloud access, it can leave small non profits feeling a pinch when it comes to sorting out monthly budgets.

Making the Move Towards Cloud Based Software

When QuickBooks was first introduced in 1992, cloud-based software wasn’t much more than a technological concept and was by no means widely available. When released onto the market, Quickbooks was only available in a desktop version, meaning that it was installed directly into personal computers with no remote access available. Cloud based software is now the norm, and while the convenience of having both you and your team being able to access your finances from anywhere is a convenience comes with a cost.

While QuickBook pricing continues to rise, along with the quality of its its infrastructure and new and improved features, it’s important to note that they still offer special promotional pricing, including introductory discounts of 50% off the first three months, and Intuit continues to offer heavy discounts for small and medium sized nonprofits through the TechSoup website.

To sum it all up, here’s the breakdown of current trends in QuickBooks Nonprofit Prices as of July 2025:

●  Price increases of up to 19% for certain plans

●  A focus in developing AI based software and more automated services

●  Widespread move to cloud-based software

●  Introductory and promotion deals for new users

●  TechSoup discounts are still available for qualifying nonprofits. Check the TechSoup website to see if your nonprofit qualifies.

Challenges of QuickBooks for Nonprofits

While QuickBooks for Nonprofits can be a lifesaver for small to medium sized charities looking for help with their accounting, like most software it isn’t perfect and there can be some hurdles along the way.

One of the biggest challenges QuickBooks users run into is the pricing system. For example, prices can add up significantly if you’re strictly using a desktop version and are looking to add remote access. While the Online Plus and Advanced versions come with remote access included, desktop versions need to have remote users added on, with an additional cost of approximately $40-$50 per user. Needless to say, many nonprofits are already operating on limited budgets and adding remote access to their desktop version just isn’t feasible.

Another challenge QuickBooks users run into is the cap on the number of users that can access the platform. The Plus package maxes out at 5 users while the Advance package maxes out at 25. While this may be fine for small nonprofits looking for the bare minimum and operate at more of local or grassroots level, for those charities who are a bit larger or have multiple chapters, they either have to minimize the number of individuals that can access financial records or be willing to upgrade to another tier, which may not be an option for those operating on a limited budget.

One last challenge to take into consideration is while QuickBooks encourages current desktop users to make the change to online models, the switch over can be somewhat complicated, with data loss issues, or formatting problems. If you’re currently using a desktop version of the software and looking to make the switch, it's best to get in contact with a QuickBooks advisor or someone familiar with the software in order to make the merge as seamless as possible.

While there may be some challenges along the way, there are solutions available. You may just have to reach out for a helping hand, or reach into the nonprofit accounts and be willing to spend a little bit more.

FREQUENTLY ASKED QUESTIONS ABOUT QUICKBOOKS FOR NONPROFITS

●  How can nonprofits apply for QuickBooks discounts through TechSoup?

If you’re looking to apply for the QuickBooks for Nonprofits discount available from TechSoup here is a step-by-step guide to get you through the process:

1. Register: Head over to Techsoup.org and create an account. They’ll ask for details about your nonprofit, your mission and your EIN (Employee Identification Number)

2. Get Verified: Once you’ve made your application, you’ll need to wait for them to verify your eligibility, which can take, on average, 7-10 business days.

3. Weigh Your Options: Once you’ve been verified, find the QuickBooks for Nonprofits section on the TechSoup website which includes their individual features and current pricing. Decide which program is right for you and send in your product request.

4. Activate Your Subscription: Once you’ve selected the best option for your charity and sent in your request you’ll receive an email with all the information you’ll need to activate your subscription directly through Intuit

5. Voila! You’re off and running.

●  What are the key differences between QuickBooks Plus and Advanced for nonprofits?

If your nonprofit is looking to sign up for QuickBooks Plus or Advanced, it’s important to know the key differences between the two. Mainly, it comes down to price, number of users, and included features. If you’re operating a fairly basic charity, Plus may be enough, but if you’re operating on a bit of a larger scale, or if your charity has some more complex needs, you may want to look at what Advanced has to offer.

●  What support options are available for QuickBooks nonprofit users?

If you’re looking to sign up for QuickBooks you should also know that they have several different support options available should you ever run into any problems. Currently they offer support via live chat or phone, and also have a help center resource and community forms where users can ask questions or search the database for answers. If your nonprofit has signed up for the Advanced Plan you also have access to priority support which gives you faster access to live agents resulting in shorter wait times.

Conclusion: Making QuickBooks Work for Your Nonprofit

So let’s review… When it comes to managing your nonprofit’s money, having the right accounting software can make all the difference. After all, tracking donations, expenses, and creating budgets are fundamental parts of not only running a successful charity, but also building trust with donors and maintaining financial transparency.

QuickBooks has become a staple in the nonprofit accounting landscape and is considered one of the leaders in the industry—and for good reason. By offering a tiered pricing system with scalable features, customizable reporting, and tools tailored to nonprofit needs, Quickbooks provides organizations of all sizes with a reliable and streamlined way to manage their finances and stay organized.

Currently there are two online accounting programs designed specifically for small to medium nonprofits:

QuickBooks Online Plus – priced at approximately $90/month, Online Plus works well for smaller teams that need standard reports and basic tracking.

QuickBooks Online Advanced – priced at approximately $235/month, Online Advanced is  better suited for larger or growing nonprofits with more complex needs.

While these prices may seem steep, especially if you’re new to the nonprofit scene and working with a limited budget, there is some good news. Techsoup, a technology based marketplace that aims to help smaller nonprofits, has paired with the creators of QuickBooks to offer eligible nonprofit organizations the accounting software they need at a fraction of the price. And with 30 day free-trials available, it's easy to try before you buy and see what plan works best for your charity.

Technology is forever changing, and so are the accounting needs that your charity requires to be transparent, organized, and financially responsible to those who have supported your cause and helped spread your mission. So checkout Quickbooks out today, have a look at what they have to offer and see if they’re a good fit for you and your organization. With the right set up, your accounting software can free up time that you and your team need to work on what really matters: pollinating goodness just like the folks here at Paybee, your fundraising experts.

If you’d like to know more about fundraising solutions, event technology, or reports and analytics, check out our extensive blog section or contact us directly, we’d love to hear from you.