Donation processing at religious organizations involves manually capturing gifts from multiple channels, verifying donor details, posting to accounting, and sending receipts.
Automation captures donations from all channels, matches or creates donor records instantly, posts to accounting, and sends personalized receipts automatically. The finance team focuses on exceptions and donor relationships instead of data entry.
The full workflow, from trigger to completion.
A donation arrives (card/online), bank transfer, or manual entry. The automation is triggered by a webhook, a bank API notification, or a manual form submission.
The automation extracts the donor name, amount, date, and channel from the payment gateway, email, or form. Missing or ambiguous fields are flagged for human review.
The automation searches QuickBooks for an existing donor record by name or email. If found, it updates the record with the new gift. If not, it creates a new donor record with the provided details.
The automation posts the donation to the correct account code in QuickBooks based on a pre-configured mapping (e.g., online gifts to General Fund, cheques to Restricted Fund). The transaction is marked with the donor name and channel.
The automation appends a row to a master Google Sheet with the donation details (date, donor, amount, channel, account code). This serves as a backup log and audit trail.
The automation generates a personalised thank-you letter or tax receipt using a template, inserts the donor name and amount, and sends it. The receipt is also saved to a folder for records.
The automation sends a summary message with the donation amount, donor name, and account code. The finance lead can review and approve the posting in real time.
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