Invoice Data Extraction for
Nonprofits
Nonprofits need to track expenses by program, grant, or fund — not just by vendor. SkipEntry extracts vendor invoice data and the grant or program codes needed for fund accounting and grant reporting, at a price that fits nonprofit budgets.
No credit card required.
The nonprofit AP problem
Nonprofit accounting is more complex than for-profit accounting in one critical way: costs must be tracked by fund, program, or grant — not just by vendor or expense type. A cleaning invoice might need to be split between the administrative cost center and the program it supports. A supply vendor invoice paid with grant funds must be allocated to that specific grant for reporting purposes.
This fund-level tracking is required for grant compliance, board reporting, and annual audits. Getting it right means accurately capturing not just what was spent, but which program or grant fund it belongs to. That requires extracting codes from invoices that most AP tools ignore.
SkipEntry custom fields extract grant codes, program codes, or fund identifiers that appear on vendor invoices, so every expense is tagged correctly before it hits your accounting system.
Invoice types SkipEntry handles
From grant-funded vendors to local community suppliers — any format, no templates.
Grant-funded vendor invoices
Invoices from vendors paid with grant funds — need grant codes to ensure costs are allocated to the correct restricted fund for reporting.
Event and program expenses
Caterers, venue invoices, event supply vendors — often one-time or seasonal vendors with varying formats.
Office and administrative vendors
Recurring invoices from office suppliers, software subscriptions, phone, and internet — need to be coded to the right program or admin cost center.
Service provider invoices
Consultants, contractors, and professional service providers hired on project basis — often PDFs with varying invoice layouts.
Facility and maintenance invoices
Building maintenance, cleaning, utilities — often need to be split across programs or cost centers based on allocation methodology.
Smaller local vendors
Nonprofits often work with local community vendors who use non-standard invoice formats or even handwritten invoices. SkipEntry handles all formats.
Key extraction fields for nonprofits
Standard invoice fields plus fund-accounting data points for grant compliance and program reporting.
| Field | Why it matters |
|---|---|
| Vendor name | Match to existing vendor record in QBO Nonprofit/Xero |
| Invoice date and due date | AP aging and cash flow management |
| Invoice number | Duplicate detection and audit trail |
| Amount and line items | Accurate expense recording per invoice |
| Grant code or fund code | Allocate costs to the correct restricted or unrestricted fund |
| Program code | Track expenses by program for grant reporting and board reporting |
Grant code and program code extraction
Many nonprofit vendor invoices include a grant code, program code, or purchase order number that was provided to the vendor when the purchase was approved. SkipEntry custom fields can extract these codes automatically, ensuring every expense is tagged to the correct fund before it enters your accounting system.
This is especially critical for organizations managing multiple restricted grants simultaneously. Accurate fund-level coding from the point of invoice entry eliminates the need to recode expenses manually and reduces audit risk.
Grant code extraction
Pull grant or fund codes from vendor invoices to automatically route expenses to the correct restricted fund in QuickBooks Nonprofit or Xero.
Program code extraction
Tag expenses to specific programs or cost centers for program-level reporting and the program vs. administrative expense ratios that funders review.
Affordable plans for nonprofit budgets
Nonprofit budgets are tight. SkipEntry's Starter plan at $49/month covers 200 pages per month — enough for most small nonprofits processing 50–80 invoices per month. For larger organizations processing more volume, the Professional plan at $149/month covers 1,000 pages.
Compare that to the bookkeeper time saved: even at 3 minutes per invoice for a simple entry, 80 invoices per month is 4 hours of manual data entry that SkipEntry eliminates entirely.
Exports to QuickBooks Nonprofit and Xero
SkipEntry exports in import-ready formats for QuickBooks Online (including Nonprofit) and Xero. QuickBooks Nonprofit users can map extracted program and fund codes to class and location fields for fund accounting. Xero users can use tracking categories for the same purpose.
Related reading
- Accounts Payable Automation— A guide to automating the full AP workflow, from receipt to payment.
- Invoice Processing Software Guide— How to evaluate and choose invoice processing software for your organization.