Custom Development

CRM for Charities

A charity needs to link each donation to its campaign and reconcile the figures before reporting to donors. We’ll build a CRM to manage donor contacts, reconcile receipts and report the results of fundraising campaigns.

Discuss CRM Development Features

Where discrepancies arise between a donation and its reporting

Donations come through banks, websites, cash and fundraising platforms, and records are kept separately.
Donors receive the same emails and feel their individual contributions go unrecognized.
Recurring donors stop giving when nobody tells them what their support achieved.
It’s hard to organize fundraising campaigns for different groups, including major donors, corporate partners and new supporters.
Preparing reports for donors and partners manually takes considerable time.

Fundraising campaigns, donor contacts and payment reconciliation

These modules can be included in the project. We’ll agree on the scope and workflow rules after reviewing your processes.

Donations by program and donor reporting

The coordinator links the donation to the program and its agreed restrictions. Finance reconciles it against the accounting records, and the assigned staff member prepares the report in the donor’s required format.

Refunds and unreconciled receipts

Finance matches the bank transaction to the donation and leaves unidentified payments in the review queue. Corrections preserve the allocation history.

Fundraising reports

The coordinator links expenses and supporting evidence to the program. Permissions determine what the team and donors can see.

Additional Features

Closing a campaign and resolving pending payments: The coordinator can record the campaign end date and confirmed receipts. Payments without a clear purpose and refunds stay with finance for reconciliation. If a donation arrives after closure, the owner records how it will be handled and when the totals will be reviewed.
Acknowledgments through the agreed channel: The fundraiser can see which confirmed gifts have been acknowledged and which contact channel the donor agreed to. For anonymous donations, the coordinator prepares a campaign-wide summary. Outgoing messages are linked to the campaign so handovers don’t lead to duplicates.
Grant obligations calendar: The program manager can track agreed reporting deadlines, required documents and their owners. If a partner is late with data, the team can see which sections still await confirmation. Before submission, the report is checked against the agreed budget version and expense records.

CRM Workflow Examples

How teams can divide responsibilities and handle exceptions after rollout.

A transfer arrives without a campaign code

Finance imports the statement and flags the donation for clarification. Once verified, it is linked to the correct campaign, and the decision stays in the history.

Donor update after the campaign closes

The coordinator summarizes confirmed receipts. Before publication, finance reconciles the totals with the statement and the fundraiser checks the approved recipient list.

What to Include in the First Release

We’ll choose one campaign, its payment channels and the staff responsible. Finance confirms payments, the coordinator prepares the campaign report, and the fundraiser sees permitted contacts. The pilot will cover anonymous gifts, refunds and payments with an unclear purpose.

Once we agree on the requirements, we design the screens, build a pilot, and try it against the agreed use cases. We plan the rollout and follow-on modules with your team.

Discuss the First Phase

Development FAQ

How do we link repeat donations to the same donor?

The system can retain approved payment channel identifiers and link donations when there is enough information. Ambiguous matches go to manual review.

Can we manage separate fundraising campaigns in one system?

Each campaign can have its own code and reconciliation rules. A payment with an unclear purpose stays in the review queue until the owner resolves it.

How do we migrate donations and outstanding reports from several sources?

We’ll match campaigns, payment IDs and confirmed accounting records. Finance will check refunds and donations without campaign codes on a sample, and the coordinator will review outstanding reports. For donor contacts, we’ll agree which data and permissions to migrate.

What determines the scope of a charity CRM for fundraising campaigns?

To estimate the work, we’ll review one campaign from donation through reconciliation and reporting. Scope depends on payment sources, how unclear references are resolved, anonymous gifts and access by role. Grant deadlines and reporting forms can be estimated separately using an active program.

Let’s Discuss Your CRM

Tell us your industry, describe one process you want to automate, and let us know which tools your team already uses.