Nonprofit invoice template
Nonprofits bill for memberships, event tickets, program fees and sponsorships, and each one carries different tax wording for the payer. This template groups membership and programs, events and sponsorship, and records your tax status, the event or program, the membership period and the value of any goods or services the payer receives.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Tax status
- Event or program
- Membership period
- Value of goods or services provided
- Line items with qty, amount and amount, grouped as membership & programs, events, sponsorship
- Tax, discounts, amount paid and balance due
Quid pro quo payments over $75
When a payment is partly a gift and partly for something in return, such as a benefit dinner, a US charity must give a written statement for any payment over $75. The statement gives a good-faith estimate of the value of what the donor received and says that only the amount above that value is deductible. The sample notes carry that wording and the value field prints in the details. The IRS can charge a penalty of $10 per contribution, up to $5,000 per event or mailing, when the statement is missing.
Sponsorships and acknowledgments
A sponsorship payment that buys only the use or acknowledgment of the sponsor's name or logo is treated differently from advertising, which can include price information, comparisons or endorsements. Describe what the sponsor receives exactly as agreed. For any single gift of $250 or more the donor also needs your written acknowledgment stating the amount and whether you provided goods or services and their estimated value; a paid invoice records the transaction but does not replace it.
Questions
Should nonprofits charge sales tax?
Some sales by nonprofits are taxable and some are exempt, depending on the state and on what is sold. The sample lines are untaxed; switch Taxable on for any line your state taxes.
Can the invoice show our 501(c)(3) status and EIN?
Yes. Type it in the tax status field, for example public charity under section 501(c)(3) followed by your EIN, and it prints in the details block above the lines.
Is a membership fee a donation?
It depends on what members receive. Put the value of any goods or services that come with membership in the value field, and see IRS Publication 1771 for the member benefits that can be disregarded.