Sometimes you need to compare what your members should be paying in dues against what has already been collected (paid). This is especially helpful when preparing for a dues increase or auditing discrepancies between expected and received revenue. Here’s how you can pull the right reports in QuickBooks to get that comparison.
Use QuickBooks as Your Source of Truth
QuickBooks Online is your system of record for accounting, so that’s the best place to start. You can create a custom report in QuickBooks Online based on the Sales by Product/Service report.
Filter to Show Only Dues Items
When you open the report, you should be able to see a filter option on the top right:
To focus on member dues only:
In the Filter section of the report, choose Product/Service
Select only your dues-related items
Run the report again
This ensures the report only displays dues transactions and excludes any unrelated items.
See Outstanding Dues
To identify unpaid dues, you can filter the report to show only outstanding invoices:
Under the Filter, click + Add another Filter
Find A/R Paid Status
Select Unpaid (A/R Paid = No)
Run the report again
Your filters should look similar to this:
Now you’ll see only the amounts still owed by members.
Review and Compare Totals
Once filtered, you can:
Compare the total expected dues (based on your other reports) to what’s been collected so far.
Export the data to Excel or PDF if you need to share it or run additional analysis.
A couple of Notes
Save this report to your custom reports to pull at whenever you need it.
By default, this report shows every line item. To make it easier to review, you can collapse the detail rows into summary totals:
1 . Open the report
2. Click on the arrow icon next to each product/service or category
3. The rows will collapse into subtotals for a cleaner, high-level view
