Weekly Donation Report

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Kelly Porter
Kelly Porter
Seventh Anniversary Photogenic 5 Likes First Comment
in Blackbaud Raiser's Edge NXT®: General Discussion
Recently our President asked for weekly donation reports so that she can follow up with a thank you to the donors. I am looking for best practices from those of you who do this.  

 - Do you pull a certain dollar amount and above? How much?

 - Is there a way to have this automatically run each week?

 - How often do you send out donation reports? Daily, weekly, monthly?


Any info you can give me is appreciated
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  • Ryan Hyde
    Ryan Hyde
    Tenth Anniversary 1,000 Likes 500 Comments Name Dropper
    We run our thank-you letters every week. Every donor who gives a cash gift gets a thank-you letter, regardless of the amount. Our CEO gets all letters for gifts of $100+ and she hand signs them - everything else gets the printed-on signature treatment. 


    Do you currently send thank-you letters for all gifts?
  • Cathleen Mai
    Cathleen Mai
    Tenth Anniversary 100 Likes 100 Comments Name Dropper
    Will your President send a note or call the donor?
  • Kelly Porter
    Kelly Porter
    Seventh Anniversary Photogenic 5 Likes First Comment

    Cathleen Mai:
    Will your President send a note or call the donor?

    She is planning on calling. We already do thank you letters that come from the Vice President of the Advancement office.  

  • Kelly Porter
    Kelly Porter
    Seventh Anniversary Photogenic 5 Likes First Comment

    Ryan Hyde:

    We run our thank-you letters every week. Every donor who gives a cash gift gets a thank-you letter, regardless of the amount. Our CEO gets all letters for gifts of $100+ and she hand signs them - everything else gets the printed-on signature treatment. 


    Do you currently send thank-you letters for all gifts?

    Yes, we send thank you letters for all gifts, hand signed by our VP of Advancement. 

  • Brian Davies
    Brian Davies
    Tenth Anniversary 25 Likes 10 Comments Photogenic

    Susan Chomsky:

     

    You might want to consider providing the information on a dashboard. The panel can be designed to meet the timeframe for "Gifts This Week"  or "Gifts $100 and UP This Week" as needed. Our development team uses a shared dashboard plus each has an individual dashboard for their particular needs. Additionally I send a monthly GL/Fund report.

     

    Similar to what Susan said, we use a dashboard to tell our Head of School who needs calls. When gifts come in that need a stweardship call from our head of school, we enter a Stewardship action for the head of school with a note on the details of the call and any pertinant information that is needed. This shows up in his dashboard. He can open the action get the information he needs to make the call and add notes about the call then close the action. If your Executive Director does not use Raiser's Edge the same can be done by creating a query of open actions then export the details you want to excel and formating how your ED likes it. Just make sure you gather notes and enter them back into the action and close it once the call is complete. I perfer this method over others as it gives you a record on contact with donors.


    As for stewardship levels that is determined based on the size or your organizations. Our head of school calls every donor who gives an individual gift of $5,000 or more. He signs the thank you letters on all gifts above $2,000 as well as gifts from trustees and staff members.

  • Cathleen Mai
    Cathleen Mai
    Tenth Anniversary 100 Likes 100 Comments Name Dropper
    My Development likes to have the call list in Excel. So I set up an export with selected records - a query that excludes records that received a Thank You call already (have the action marked as completed) - then have them export the list with the required information. 



     

  • Jennifer Lange
    Jennifer Lange
    Tenth Anniversary 100 Comments 25 Likes Photogenic

    Kelly Porter:

    Recently our President asked for weekly donation reports so that she can follow up with a thank you to the donors. I am looking for best practices from those of you who do this.  

     - Do you pull a certain dollar amount and above? How much?

     - Is there a way to have this automatically run each week?

     - How often do you send out donation reports? Daily, weekly, monthly?


    Any info you can give me is appreciated

    I do a daily (or almost daily) gift report to all who need to know (CEO, vol director, etc.). It's all gifts regardless of amount, sorted by primary solicitor, starting with highest dollar amt. Crystal allows me to report donor add/sals, address, giving YTD, highest gift, CID, their vol status, any notes in the Ref field, any tributes, and then all the info I need to reference a gift (batch number, check number, c/f/a.) I send it rich text and wait for the CEO and MGO to send it back with comments BEFORE I send ack letters. 


    NOTE: $5000 and over - an email goes to the CEO and MGO immediately with donor name, giving history and contact info.

  • Joan Barborak
    Joan Barborak
    Ninth Anniversary Photogenic Name Dropper 5 Likes

    Hi Jennifer,

    Do you commit the batches and then run the report? I tried using a query to build a weekly report but it will not pull from the uncommitted batches only the committed ones.  Which does not help if you want the solicitors to verify the gift designations before committing the gifts.

    Joan Barborak


    Jennifer Lange    :

    Kelly Porter:

    Recently our President asked for weekly donation reports so that she can follow up with a thank you to the donors. I am looking for best practices from those of you who do this.  

     - Do you pull a certain dollar amount and above? How much?

     - Is there a way to have this automatically run each week?

     - How often do you send out donation reports? Daily, weekly, monthly?


    Any info you can give me is appreciated

    I do a daily (or almost daily) gift report to all who need to know (CEO, vol director, etc.). It's all gifts regardless of amount, sorted by primary solicitor, starting with highest dollar amt. Crystal allows me to report donor add/sals, address, giving YTD, highest gift, CID, their vol status, any notes in the Ref field, any tributes, and then all the info I need to reference a gift (batch number, check number, c/f/a.) I send it rich text and wait for the CEO and MGO to send it back with comments BEFORE I send ack letters. 


    NOTE: $5000 and over - an email goes to the CEO and MGO immediately with donor name, giving history and contact info.

     

     

  • Donna Mainord
    Donna Mainord
    Ancient Membership 10 Comments 5 Likes Facilitator Level 2

    Kelly Porter:

    Ryan Hyde:

    We run our thank-you letters every week. Every donor who gives a cash gift gets a thank-you letter, regardless of the amount. Our CEO gets all letters for gifts of $100+ and she hand signs them - everything else gets the printed-on signature treatment. 


    Do you currently send thank-you letters for all gifts?

    Yes, we send thank you letters for all gifts, hand signed by our VP of Advancement. 

     

    Hi Kelly,


    I run Thank you Letter/Tax Receipt at least twice a week.  Our Executive Director signs them.   I run an export of donors for our Development Director weekly and create envelopes for him, because he likes to send hand written thank you cards to donors.  The giving history for donations are on Dashbord and our Dev. Dir. can click on a record for more details.  Both Thank you/tax receipt and envelopes are for all donations and all amounts including gifts-in-kind.


    I run a separate export for the college President for all donations (cash/GIK) $500 or more and email the spread sheet to his office; his Admin helps him prepare his thank you letters.   


    I hope this helps.


    Have a great holiday.

  • Jen Claudy
    Jen Claudy
    Tenth Anniversary 1,500 Likes 1000 Comments Name Dropper
    Do you commit the batches and then run the report? I tried using a query to build a weekly report but it will not pull from the uncommitted batches only the committed ones.  Which does not help if you want the solicitors to verify the gift designations before committing the gifts.
    Joan Barborak


    Committing a Batch is what creates the Gift Records in RE.  So you can't query, export, or report on anything in an uncommitted Batch because those transactions are not yet actual records.  (Same with other types of Batch.)
  • Jennifer Lange
    Jennifer Lange
    Tenth Anniversary 100 Comments 25 Likes Photogenic

    Joan Barborak:

    Hi Jennifer,

    Do you commit the batches and then run the report? I tried using a query to build a weekly report but it will not pull from the uncommitted batches only the committed ones.  Which does not help if you want the solicitors to verify the gift designations before committing the gifts.

    Joan Barborak


    Jennifer Lange    :

    Kelly Porter:

    Recently our President asked for weekly donation reports so that she can follow up with a thank you to the donors. I am looking for best practices from those of you who do this.  

     - Do you pull a certain dollar amount and above? How much?

     - Is there a way to have this automatically run each week?

     - How often do you send out donation reports? Daily, weekly, monthly?


    Any info you can give me is appreciated

    I do a daily (or almost daily) gift report to all who need to know (CEO, vol director, etc.). It's all gifts regardless of amount, sorted by primary solicitor, starting with highest dollar amt. Crystal allows me to report donor add/sals, address, giving YTD, highest gift, CID, their vol status, any notes in the Ref field, any tributes, and then all the info I need to reference a gift (batch number, check number, c/f/a.) I send it rich text and wait for the CEO and MGO to send it back with comments BEFORE I send ack letters. 


    NOTE: $5000 and over - an email goes to the CEO and MGO immediately with donor name, giving history and contact info.

     

     

     

    Yes - it's on committed batches.I process the mail and OLX, then run them into one report.

  • Christine Cooke 2
    Christine Cooke 2
    Ancient Membership 1000 Comments 500 Likes Name Dropper

    Kelly Porter:

    Recently our President asked for weekly donation reports so that she can follow up with a thank you to the donors. I am looking for best practices from those of you who do this.  

     - Do you pull a certain dollar amount and above? How much?

     - Is there a way to have this automatically run each week?

     - How often do you send out donation reports? Daily, weekly, monthly?


    Any info you can give me is appreciated

    We have a procedure/strategy established.  Every gift gets an acknowledgement letter.  Any letter/gift under our Leadership Level gift amount is live signature from Director of Development as they come in (turnaround is 48 hours).  Any letter/gift at Leadership Level or above gets live signature from Head/CEO and a handwritten notecard as they come in (turnaround is 48 hours).  All gifts that are at the established Major Gift Level for our org get a phone call from the Chair of the Board (these are made once a month)
  • Heather MacKenzie
    Heather MacKenzie
    Tenth Anniversary 1,000 Likes 1000 Comments Photogenic

    Kelly Porter:

    Recently our President asked for weekly donation reports so that she can follow up with a thank you to the donors. I am looking for best practices from those of you who do this.  

     - Do you pull a certain dollar amount and above? How much?

     - Is there a way to have this automatically run each week?

     - How often do you send out donation reports? Daily, weekly, monthly?


    Any info you can give me is appreciated

    My annual giving person gets a weekly report on gifts entered for all our direct mail appeals that are sent out.  I use the Gift Detail and Summary report under the Financials reports section.  On tab 3, you can customize what type of gift(s) come into each column, which I love!  I have this report set to pull a timeline of "last week" under the gift date info on tab 1.  Then I have it set in my Monday morning Queue in the Queue module.  It runs the report, and exports it to the folder I've selected.  I go to that folder, when I get in Monday mornings, and pull it, among others, and then just email it to my annual giving person.  This would probably work for you quite well, unless you need to be putting phone numbers in that report to your President.  If you do end up narrowing your list down, you might consder attaching this report to a query.  If you need phone numbers, I have a couple other possibilities I'd suggest.

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