About This Automation
Donation processing requires staff to manually match donors, enter transactions, verify amounts, generate receipts, and reconcile deposits. This repetitive work consumes significant time and introduces errors in donor records and tax compliance.
Automation captures donation notifications, matches or creates donor records, enters transactions into accounting software, generates compliant tax receipts, and sends them instantly. The result is faster processing, accurate donor data, and immediate receipt delivery.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A donation is received via bank transfer,, or online platform. The automation platform detects the transaction and extracts donor name, amount, date, and payment method.
The automation searches the donor database for a matching record by name and email. If found, the record is retrieved. If not found, a new donor record is created automatically with the extracted details.
The donation is automatically recorded with the correct account code, fund designation, and date. The transaction is linked to the donor record.
A compliant tax receipt is generated automatically using the donor name, donation amount, date, and organisation tax ID. The receipt is formatted as a PDF.
The tax receipt is sent automatically to the donor email address. A copy is saved to the donor file.
The donor record is updated with the new donation amount, cumulative giving total, and donation date. Any fund designation or restriction notes are added.
A reconciliation record is created linking the donation to the bank deposit, ensuring month-end reconciliation is automated and traceable.
Most popular tool stack used
— the complete tool combinations companies use
HubSpot
Stripe
Gmail
Google SheetsWhat 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
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
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