Workplace Giving & Matched Gift Processing

Q: Can the automation handle donations from employers not yet enrolled in matching?

Yes. The automation identifies new employers and flags them for your development team to reach out and enroll.

Q: Will the automation work with our current payment processors and accounting system?

The automation integrates with mainstream payment processors like Stripe and PayPal, and accounting systems like QuickBooks Online. Your implementation team will confirm compatibility during setup.

Q: What happens to donations that arrive after an employer's match deadline?

The automation checks deadlines automatically and flags donations that arrive too late for matching. Your team can still record them as regular donations and notify the employer if they offer a grace period.

Q: How much manual work remains after automation goes live?

Your team handles exceptions flagged by the automation, such as missing tax IDs or new employers, plus final review before submitting match claims. Routine processing is fully automated.

Reconciling employer giving remittances and claiming available matched gifts.

576 hrs

Manual time identified

Companies have mapped

Map This Automation

About This Automation

Workplace giving and matched gift processing involves capturing donations from multiple sources, verifying donor and employer details, checking match eligibility, and submitting claims to employers.

Automation captures donations from email and payment platforms, validates donor records against the database, evaluates match eligibility automatically, and batches claims for submission. The result is faster processing, fewer missed deadlines, and more matched gifts claimed.

Key features:

Capture donation data automatically from email, payment processors, and forms without manual transcription

Validate donor and employer information against your existing database in real time

Check match eligibility and deadlines automatically against employer rules

Batch and prepare match claim documentation ready for employer submission

Flag missing or mismatched data for quick manual review instead of waiting for follow-up emails

Reconcile donations, matches, and employer confirmations monthly with minimal manual effort

Data insights How it works Apps used What you get FAQ

Top friction points when done manually

The issues teams report most often with this process

#	Friction point	Companies Report This
1	Scattered donation notifications Confirmations arrive across multiple email inboxes and formats, requiring manual consolidation before processing can begin.	80%
2	Manual data transcription errors Copying donor names, amounts, and employer details into spreadsheets introduces typos and mismatches that delay verification.	67%
3	Deadline and eligibility tracking Match rules and deadlines stored in email or separate documents are easy to miss, resulting in expired matches.	53%
4	Follow-up delays for missing information Waiting for donor or employer responses to requests for tax IDs or confirmations can delay processing by days.	40%
5	Month-end reconciliation rework Manual comparison of spreadsheets, accounting records, and employer confirmations uncovers discrepancies that require investigation.	26%

Disclaimer

Automation readiness

How well-suited this process is for automation

Process Pain Score™

9.1/ 10

AI Fit Rating™

8.6/ 10

Automation Lift Index™

8.4/ 10

Hidden Overhead™

7.1/ 10

How The Automation Works

The full workflow, from trigger to completion.

1. Donation or Match Receivedtrigger

Webhook, form submission, or email triggers the workflow. Donation details are extracted automatically.

2. Validate Donor and Employer

Queries to confirm the donor exists and the employer is enrolled. If data is missing or mismatched, flags for manual review.

3. Check Match Eligibility

Retrieves employer match rules from a stored configuration and verifies the donation meets the match criteria and deadline. calculates the match amount.

4. Request Missing Information

If tax ID or employer confirmation is missing, sends an automated email to the donor or employer contact with a secure form link to submit details.

5. Record Donation in QuickBooks

Creates a donation record with all verified details, assigns it to the correct fund, and tags the employer match.

6. Aggregate Match Claims

Batches all matched donations for each employer and prepares a claim summary with donor names, amounts, and dates.

7. Submit Match Claim

Sends the match claim to the employer's contact via email with an automated tracking reference. Deadline alerts are logged.

8. Notify Finance Team

Sends a summary notification to the finance team with donation count, match total, and any flagged items requiring manual review.

Most popular tool stack used

— the complete tool combinations companies use

52% of companies

28% of companies

19% of companies

Disclaimer

What you get when you map this process

Everything you need to understand, plan, and build your automation.

ROI and business case

What this process costs today and what changes once it's automated.

Launch schedule

What gets built, in what order, and what success looks like once it's live.

Process runbook

How the automation runs day to day, including exceptions and human decision points.

Developer handover pack

Full build spec, logic, and configuration — ready to hand off without a briefing call.

Integration and connections guide

Every tool connection, credential, and data mapping the build needs.

Test and QA plan

100 hrsIdentified

4Mapped

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Frequently asked questions

Everything you need to know before mapping this process.

What happens if a donor's information doesn't match our database?

The automation flags the mismatch for your team to review and correct quickly, rather than holding up the entire donation. You can resolve it in minutes instead of waiting for email follow-up.

Can the automation handle donations from employers not yet enrolled in matching?

Will the automation work with our current payment processors and accounting system?

What happens to donations that arrive after an employer's match deadline?

How much manual work remains after automation goes live?

View more FAQs

Process pain:9.1/10

Mapped by:6 Companies

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Page updated 10 August 2026