Outsourced Gift Processing
Delegate with Confidence: Accurate, Efficient, and Expertly Managed Gift Processing
Simplify Gift Processing with Expert Outsourcing
Managing donor data and gift processing is the foundation for all data analysis and data-informed decisions for nonprofit organizations. However, managing and processing gifts can be time-consuming and challenging, especially for nonprofits with limited staff and/or during staff turnover and periods of transition.
That is why we offer outsourced data and gift processing on an interim or permanent basis to give your team the peace of mind you need to ensure your data is managed well. Outsourcing gift processing services can significantly improve your organization’s efficiency, reduce errors, and improve the donor experience.
Management of Gift Processing Includes:
Daily gift processing and data entry, including batch entry, using your organization’s standard practices.
Production of donor acknowledgment letters using your organization’s standard practices with an industry best practice 48-hour turnaround time.*
Linking Tribute donations, pledges, proposals, solicitors, appeals, etc. to ensure data integrity and accuracy of information.
Review and updating of existing records to ensure notes/contact information on the check/supplemental donor information are added to the donor records.
Processing of gifts with special attention to donor soft credits, matching gifts, Donor Advised Fund processing requirements, and volunteer solicitor credits.
Creation of new donor records as needed, including all pertinent contact information, constituent codes, relationships, addressee, salutation, address management, etc.
Processing online donations, recurring donations, and/or event gift processing as requested.
Producing the commit control reports and any additional gift processing reports needed.
Producing year-end tax receipts for all donors, including the recurring gift donors, as requested.
* This is essential in establishing a relationship of trust between your organization and the donor.
Daily Gift Processing and Data Entry
Outsourced gift processing services from Donor Database Experts provide nonprofits with the necessary expertise to ensure that gift processing and data entry tasks (including batch processing) are executed correctly and efficiently, leaving you free to focus on your core mission.
We pay special attention to donor soft credits, matching gifts, Donor Advised Fund processing requirements, and volunteer solicitor credits when entering your gifts, and since we process gifts daily, you can be sure that each of your donors’ contributions is recorded and acknowledged promptly.
Donor Acknowledgment Letter Production
One of the most significant benefits of outsourcing your gift processing services is that it ensures timely and accurate production of donor acknowledgment letters. Donor acknowledgment letters are crucial because they serve as a receipt for your donor’s contribution and acknowledge their generosity.
Donor Database Experts can assist with creating a donor acknowledgment letter that is personalized, consistent with your standard practices, and reflective of the donor’s contribution. This is essential because it establishes a relationship of trust between your organization and the donor.
During my maternity leave, Donor Database Experts stepped in and took over the gift entry process, ensuring that everything ran smoothly while I was away. They’re not just a vendor – they are part of our team, and that level of support is incredibly reassuring.
Samantha Coffeey — Manager of the Annual Fund, St. Lawrence Health Foundation
Create New Donor Records
Outsourcing gift processing services also includes creating new donor records. This process involves such necessary tasks as adding pertinent contact information, constituent codes, relationships, addressee, salutation, address management, and more.
Donor Database Experts has expertise in handling donor records with accuracy and speed in creating a comprehensive donor database. This enables the nonprofit to manage donor data better and keep track of donors’ contributions and interactions with the nonprofit.
Review and Update Existing Records
Our outsourced gift processing services also involve the regular review and updating of existing records to ensure any notes or contact information on the check and supplemental donor information are added to the donor records.
Donor Database Experts will update donations and keep track of changes to donor information, including address updates and donor contact information. This ensures that you are always up-to-date with your donors’ information and that your donors feel appreciated and valued.
Link All Donor Activities
One of the keys to successful fundraising is accurate and up-to-date information. Donor Database Experts links each of your donor’s activities, including tribute donations, pledges, proposals, solicitors, and appeals to ensure that there is data integrity and accuracy.
The ability to link critical information ensures more effective data management, reduces donor frustration, and builds a stronger base of support for future fundraising campaigns.
Why Choose Donor Database Experts?
Outsourcing gift processing services can significantly improve your organizations’ efficiency and reduce errors in managing donor contributions. It also improves the donor experience by ensuring timely and accurate production of donor acknowledgment letters and updating existing records regularly. Outsourcing this activity frees up your staff to work on tasks and efforts that move the donor relationship and fundraising efforts forward, rather than on administrative tasks.
Donor Database Experts has extensive experience in handling such tasks, ensuring a seamless experience for both your organization and your donors.
