Frequently Asked Questions

Resources for our community of volunteer treasurers, accountants, and board members of small nonprofit organizations.

Photo by Courtney Carmody | CC BY-SA 2.0


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When will you be opening up the Payments feature again?

Question: When will you be opening up the Payments feature again? That was a huge selling point for our board and we found out today when we went to apply that this feature has been disabled.

Answer: Payments is open again for new users who wish to apply. We closed off new sign-ups to Payments in August due to a string of bad-actors trying to use our system for theft. Nothing made it through our security checks, but we decided to limit sign-ups while we assessed our security regime and put into place a few more behind the scenes improvements.

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Is there a way to print out the budget?

Question: Is there a way to print out or better yet export to excel the budget? We want to present it to our members at our next meeting.

Answer: That's a good idea. You may now find a new budget report on the Reports page that displays the operating budget that you've entered on the Budget page.

Do you have profit/loss or income/expense reports?

Question: Do you have profit/loss or income/expense reports? I need them for taxes.

Answer: You're looking for the Budget Performance report. First you must use the Budget page to assign an annual budget value to each category and designate which categories should be considered "income" vs "expense".

Negative Bank Account Balance

Question: When I go to the balances tab, I show an account negative because it looks like it is only going back one year on transactions. However if I go to the journal tab it goes back as far as it should and everything looks good.

Answer: The Balances page should be calculating account balance “since the last statement balance that was entered” on that account. Note that a common issue is that if a user never enters a statement balance, NPT assumes the account balance to be zero on the day before the first transaction in that account.

How Much Does a Nonprofit Treasurer Account Cost

Question: What [is] the cost for this product? I will need that to pass onto the board.

Answer: Nonprofit Treasurer is free.

Export the Entire Journal to Spreadsheet

Question: can I export the entire Journal and it's categories? If so how?.

Answer: After logging into your account, select 'Subscription' from the orange button in the upper right with your org name on it. You will find a 'Download' button on the subscription page that will export your org's entire journal to a CSV file.

Rename or Delete the Default Transaction Categories

Question: Is there a way to re-name or delete/deactivate the default transaction categories? We would like the names to match that of our previous accounting reports.

Answer: Good suggestion. You may now delete any category with no transactions assigned to it. Even the defaults.

Change the Presentation Currency

Question: My question is, can we have a different Currency instead of Dollars? ($)? We would like it to be £ (GBP).

Answer: Unfortunately, the only currency available in NPT is dollars (USD).

Email Is Validated But Can Not Complete Set-up

Question: It says my email is validated but it won't allow me to go past this point.

Answer: Your browser is not accepting "session" cookies. Adjust your web browser settings to accept cookies from and you will be able to sign in to your account and finish the Quick Set-up. NPT uses encrypted session cookies (that are deleted when you log out) to maintain a secure connection between your browser and our servers.

Report with all transactions

Question: How can I run a report that just shows all transactions (like the balances tab, but with both [bank] accounts together)?

Answer: Use the Budget Performance report (last one on the page). Note that you'll want to categorize your transactions, or else what's the point? And on the budget page you should set which categories are to be considered revenue (or income) and which are expenses (the default).

How to create new categories

Question: How do I create new categories after quick set up?

Answer: Use the orange button in the upper right hand corner with your org name on it. That will get you a link to the Categories page.

What To Do When Having Diffculty Logging Into Nonprofit Treasurer

NPT requires a working email address that you have access to and a password to log into the application. Email addresses are validated by requiring the user to click on a link in an email sent upon signing up. Access to the application is limited until you have validated your email address.

Log into NPT on our home page using your validated email address and your password. If you have forgotten your password, there is a forgot password? link next to the log in that will help you. Again, access to the validated email address is required.

Note that your account credentials are kept as salted, hashed, and encrypted so that no one can see your password. The authentication process applies the same complicated mathmatical method to the credentials you supply and compares the result with what is stored on our servers to confirm that you are authorized to access the NPT account.

Additionally, Nonprofit Treasurer employs several invisible checks to keep bad actors from unauthorized access to the application. The techniques used and services employed are not made public and changed periodically (sometimes frequently). To prevent being locked out of your NPT account, we recommend our users follow these best practices:

Log in using email address
...not your NPT username. This is the number one reason users have trouble accessing their account.

Check your email
NPT will send you a password reset token via email if requested via the forgot password? link. This reset token (link) does expire, so use it to change your password and log into your NPT account right away. Our systems use a third party transactional email service with the highest internet reputation and ALL of our emails are sent within seconds. If you are not recieving an email from NPT, we can just about guarantee that the problem lies with your email provider, not ours. It is very unlikely that our email will be marked as spam, as we do not send marketing email and our content is plain, transparent, and specifically responding to your request.

Repeated log in failures will lock you out
Trying many email and password combinations will result in your account being locked. If this happens to you, take a break and use the forgot password? link after a while. Our systems may flag this type of behavior as an attempt at unauthorized access or hacking.

Be aware of public networks (wifi)
NPT screens access to our application by several factors and blocks access from known bad actor networks and servers listed as abusive. You should not be trying to access the application from a network that has been connected to hacking attempts elsewhere.

Use a modern web browser
Use Chrome, Firefox, Safari, Internet Explorer, Opera on your destop, laptop, tablet or smartphone to access NPT. Any normal web browser that is kept up-to-date with a computer or cell phone that is regularly updated will work. Using our app on an out-of-date operating system and an old browser is not recommended (and perhaps is not a very secure place to store your organization's financial data).

Report problems via Twitter DM
If you are not able to log in to your account or reset your password after following these steps, our technical team monitors the NPT Twitter account @nptreasurer and may be able to help. Please describe your problem and include your email address (but never tell us your password - it won't help!). NPT strives to answer all questions within 24hrs.

How do I go about closing and deleting my account?

Question: How do I go about closing and deleting my account?

Answer: You can delete your account from NPT by logging in, then selecting 'Subscription' from the orange button in the upper right with your org name on it. The delete button is on that page, and you need to confirm by entering the code that is emailed to you.

Questions? Find Nonprofit Treasurer on Twitter

Tweet @nptreasurer for answers to questions about the application.

Can I import QIF bank statement file into my Nonprofit Treasurer journal?

NPT uses the Open Financial Exchange (OFX) standard to read files (statements) exported from checking and savings accounts at financial institutions. File format type OFX is supported and generally .QFX and .QBO file types comply with this standard. Although files with the .qif filename extention (Quicken Interchage Format) use an older format, .QIF is still used by slow-to-change online banking systems and NPT will generally read these in without any problem.

Frustratingly, many online banking systems do a poor job of converting non-aphanumeric characters found in transaction descriptions into the encoded characters required in the OFX standard. Occasionally a user will report that they are unable to import a file, even though it has the .QFX or .QBO file extension. Note that we have incorporated translations for many of the common encoding mistakes that banks make, but we know that there are many more. If you are unable to import a checking or savings account export file into NPT that you've downloaded from your bank's online system, you should contact your bank's customer service and ask them to test the exported file.

You may read more about the Quicken Interchange Format and OFX file format on Wikipedia.

Common Application Error Messages and How to Resolve Them

Each organization that uses the NPT application seems to have accounting practices that look different from the next org - which is great, and one of the reasons they choose to use the very flexible and simple application. However, there are times that the app just can not figure out what the user is trying to do - and it spits back an error message. We have listed some of the error messages that our users have reported, with our recommondation on how to resolve the issue:

"User must log in to access this feature."
The full message looks like this:

User must log in to access this feature.
Nonprofit Treasurer utilizes a realatively strict application security, and a user might see this message if the app does not sense activity on the page for a certain amount of time. The solution is to reload the page (or navigate to the home page) where the user is prompted to sign in again.

"duplicate key value violates unique constraint"
The full message looks like this:
ERROR:  duplicate key value violates unique constraint "transactions_check_no_key"
DETAIL:  Key (check_no)=(1234) already exists.
The short answer here is that the user is trying to add a transaction with a check number that already exists in the journal, which is not allowed in the NPT application. To resolve this, simply change (or remove) the value of the Check Number before adding the new record. A longer explanation may be interesting, however: while a unique check number is an important component in reconciling checking accounts, we have discovered that some orgs are using this place to record a short memo about that transaction. We have been working on adding a more appropriate place for transaction memos, filterable by hashtag, that do not interfere with our unique and powerful categories feature. Stay tuned...

The full message looks like this:
There is not a lot we can do with this one: some unspecified error occured, but no explanation was returned to the user. We work hard to keep you from ever seeing this error, but if you do, please DM (direct-message) us on Twitter @nptreasurer with some details of what you were trying to accomplish.

Privacy Policy

Updated: August 24, 2018

How We Handle Information About Your Visit to Our Website
When you visit our website to browse and read pages or download information, we gather and store certain information about your visit to help us make our site more useful—to learn about the number of visitors to our site and the types of technology our visitors use. This information does not identify you personally. We collect and store information such as:
° Your IP address from which you access our website.
° The type of browser and operating system used to access our site.
° The date and time you access our site.
° The pages you visit, and the address of the website that you came from (referring URL).
° If you register to use the NPT application, we also log your username and organization during your visit to our site.

Information that You Voluntarily Provide
We do not collect personally-identifiable information unless you choose to provide it to us. We do not collect or use information for commercial marketing. If you choose to use NPT’s Payments feature to process payments to your organization, we require you to read and comply with our payment processor’s Terms of Service and various common sense rules. We record your acceptance of these rules and when you accepted them. If you choose to use NPT’s Payments feature to make a payment to one of our user organizations, we collect payment information for each order but we do not store credit card or bank account information on NPT servers. Your payment information is securely communicated to and processed by our payments processing partner, Braintree Payments (a PayPal Company). The information collected when processing a payment for one of our user organizations is used for the fulfillment of that order and to manage our customer relationship with you. We require and record the following personally identifying information for each payment processed, and share this information with the organization you have made the payment to:
° Your name.
° Your email address.
° The organization you are making a donation or payment to.
° The amount and currency of the payment.
° The date and time of the transaction.
° The IP address that you made the payment from.
° Any notes that you wrote into the payment form.

Information Protection
Nonprofit Treasurer follows cybersecurity best practices in protecting the information stored on our servers. Some of the steps we take to keep our application secure are outlined on our blog. We do reserve the right to curtail your use of our application if we determine (or our automated systems suspect) that the way you are using our application might put our application security at risk.

Sharing Information
We do not share your information with third parties, except the payments processing data described earlier in “Information that You Voluntarily Provide”.

How We Handle E-mail
We do not send marketing email to our users. We do use email to communicate application-specific events to you, like resetting your application password and notification that a payment has been made to your organization via the Nonprofit Treasurer Payments feature.

"Cookies" are small bits of text that are either used for the duration of a session ("session cookies"), or saved on a user's hard drive, to identify that user or information about that user the next time the user logs on to a website ("persistent cookies"). NPT uses “session cookies” to maintain an encrypted connection between your browser and our application. Session cookies are deleted when you log out of our web application and information from them is not collected or saved. Your browser is required to accept “session cookies” to use Nonprofit Treasurer. We use Google Analytics on certain public facing pages of our application (home page, blog) which may install cookies depending on their configuration. You are not required to accept these “persistent cookies” to use the NPT application.

Interaction with Children
Our website does not have any content of interest to children under 13. There is nothing harmful to children, either. No personally identifiable information is collected from children.

You may contact us via email at: or on Twitter: @nptreasurer or on Facebook:

Terms and Conditions

Terms and Conditions
By visiting or you are consenting to our Terms and Conditions. Updated: August 24, 2018

Use of Our Website and Services
To access or use the Site (“Nonprofit Treasurer” and “Nonprofit Treasurer Payments”, herein referred to as “NPT”), you must be 18 years or older and have the requisite power and authority to enter into these Terms and Conditions. Children under the age of 18 are prohibited from using NPT.

Account Creation
In order to use NPT, you may be required to provide information about yourself including your name, email address, username and password and other personal information. You agree that any registration information you give to NPT will always be accurate, correct and up to date. You must not impersonate someone else or provide account information or an email address other than your own.

Lawful Purposes
You may use NPT application for lawful purposes only. Your account must not be used for any illegal or unauthorized purpose. You must not, in the use of NPT, violate any laws in your jurisdiction.

Refusal of Service
NPT reserves the right to refuse service to any order, person or entity without obligation to assign reason for doing so. NPT reserves the right to limit, throttle, or redirect access to the NPT application web sites by anyone who appears to be trying to compromise any of our application security measures. NPT reserves the right to limit, throttle, or redirect access to the NPT application web sites by any member, representative, or associate, of a “Hate Group”. NPT uses the Southern Poverty Law Center’s list of “Hate Groups” on their web site: to define “Hate Group” organizations, however, we reserve the right to refuse service to any organization that we deem to advocate hate. NPT may at any time change or discontinue any aspect or feature of the Site or Service.

Cancellations, Refunds & Returns
NPT does not sell any item or service, therefore there should be no expectation of refunds from NPT. NPT does, however, process payments and donations for our user nonprofit organizations and we will facilitate communication between donors and our account holder users of NPT .

Our Intellectual Property
All content provided on NPT are the intellectual property of NPT. The content of NPT application, blog, and including the underlying computer code, are protected by United States trademark, trade dress and copyright law. You may not modify, publish, transmit, participate in the transfer or sale of, create derivative works from, distribute, display, reproduce or perform, or in any way exploit in any format whatsoever any of the content of NPT, in whole or in part without our prior written consent. You may not remove any trademark, copyright, or other notice from the content of NPT. We reserve the right to immediately remove you from the NPT application and to pursue all available legal remedies against you if you are caught violating this intellectual property policy.

Intellectual Property Rights to Your Data
NPT does not claim ownership of data you supply to NPT. However, the act of posting Material to the site conveys an irrevocable, worldwide license to NPT to use non-identifiable summaries of our user’s data. You retain copyright ownership and any other rights you may rightfully hold in any content that you submit to NPT. By submitting data to NPT, you agree to hold NPT harmless from and against all claims, liabilities and expenses arising out of any potential or actual copyright or trademark misappropriation or infringement claimed against you.

Changed Terms
We may at any time amend these Terms and Conditions. Such amendments are effective immediately upon notice to you by us posting the new Terms and Conditions on this Site. Any use of NPT by you after being notified means you accept these amendments. We reserve the right to update these Terms and Conditions at any time. We will post the most recent version of this document to our blog.

Limitation of Liability
You agree that under no circumstances shall we be liable for direct, indirect, incidental, consequential, special, punitive, exemplary, or any other damages arising out of your use of the Site or Service. Additionally, NPT is not liable for damages in connection with (i) any failure of performance, error, omission, denial of service, attack, interruption, deletion, defect, delay in operation or transmission, computer virus or line or system failure; (ii) loss of revenue, anticipated profits, business, savings, goodwill or data; and (iii) third party theft of, destruction of, unauthorized access to, alteration of, or use of your information or property, regardless of our negligence, gross negligence, failure of an essential purpose and whether such liability arises in negligence, contract, tort, or any other theory of legal liability. The foregoing applies even if NPT has been advised of the possibility of or could have foreseen the damages. In those states that do not allow the exclusion or limitation of liability for the damages, our liability is limited to the fullest possible extent permitted by law. In no event shall NPT’s cumulative liability to you exceed the total purchase price of the Service you have purchased from NPT, and if no purchase has been made by you NPT’s cumulative liability to you shall not exceed $1.

Use of Nonprofit Treasurer Payments
In order to use NPT’s Payments feature you must agree to the “Nonprofit Treasurer Payments User Agreement”:
This Nonprofit Treasurer Payments User Agreement ("NPT User Agreement") is a contract between you, the nonprofit organization that you represent, and the companies that created and control the application named, "Nonprofit Treasurer" (Acadia GIS, llc. and Braintree, a division of PayPal, Inc.). Please read this NPT User Agreement, including all linked information, carefully. By checking the box to accept this NPT User Agreement when you enable the Payments portion of your Nonprofit Treasurer account, you acknowledge that you have read, understood, and agree to be bound by it.
Nonprofit Status: Your organization, represented in the Nonprofit Treasurer application ("NPT") as org name is a qualified United States tax-exempt nonprofit organization as defined in Section 501(c) of the United States Internal Revenue Code (26 U.S.C. § 501).
Authorization: As an admin user of NPT account org name, you agree that you possess the authority to request payments and donations on behalf of your nonprofit organization.
Acceptable Use: As a user of NPT Payments application, donations and payments into your account must comply with Braintree's Acceptable Use Policy:
Identity: NPT Payments will be processing transactions to your organization as a Braintree Marketplace Service Provider Sub Merchant, which requires NPT Payments to supply Braintree with specific identiy information for their legal and compliance requirements. This information includes, but is not limited to, Sub-Merchant’s (a) first name, (b) last name, (c) address, (d) date of birth, (e) and email address if Braintree is dispersing payments to Sub-Merchants through Venmo, and/or bank account and routing number if Braintree is dispersing payments to Sub-Merchants through their bank accounts. If the Sub-Merchant is a registered company, the created merchant call will also include the Business section with legal name, tax ID, address and optionally the DBA name. This is in addition to the individual details.
Braintree Terms of Service: NPT Payments uses Braintree, a division of PayPal, Inc. (Braintree) for payment processing services. By using the Braintree payment processing services you agree to the Braintree Payment Services Agreement available at, and the applicable bank agreement available at

You may contact us via email at: or on Twitter: @nptreasurer or on Facebook: