ExpenseBot tracks nonprofit expenses grant-by-grant in QuickBooks using two QBO dimensions: Class and Customer.
Class = grant program. Create one QuickBooks Class per grant or restricted fund (for example, "Youth Workforce — State WDA 2024" or "Smith Foundation Literacy Grant"). When your bookkeeper pushes an expense report to QBO, they set the Class once in the push dialog — every line item in that report automatically inherits the Class. No per-row tagging. The result is a per-Class Profit and Loss report in QBO that gives you a clean, grant-specific expense breakdown — exactly what auditors and program officers expect. Class tracking is available on QuickBooks Online Plus and Advanced.
Customer = funder or donor. Set QBO Customer to the foundation name, government agency, or major donor. Combined with Class, you can run a report filtered by both dimensions: what was spent on Program X funded by Funder Y. This is the report your foundation program officer wants for grant reporting packages.
Smart routing directs each document type to the correct QBO entity automatically:
- Company-card receipts → QBO Purchase (bank-feed match-ready)
- Vendor invoices → QBO Bill (payable to vendor, lands in A/P)
- Staff reimbursements → QBO Bill (payable to staff member)
Set routing type once per batch push. Mixed reports can be split by routing type before pushing.
Receipt attachment. At push time, PDF copies of every receipt and invoice attach automatically to the corresponding QBO transaction. This satisfies OMB Uniform Guidance (2 CFR 200) documentation standards for federal grant audits — auditors find source documents directly in QBO, no separate filing system required. IRS Form 990 Part IX requires functional expense reporting (program services, management/general, fundraising); having receipts attached to categorized QBO transactions supports this allocation.
The outsourced bookkeeper workflow: staff forward receipt emails or upload photos → AI generates an expense report → executive director reviews → bookkeeper sets Class + Customer and pushes to QBO. Staff never touch QuickBooks. The free accountant dashboard supports unlimited nonprofit clients at no per-seat cost.
See the full nonprofit expense tracking guide for setup steps and grant workflow details.