Automating donor management and reporting for a growing nonprofit
We connected donation, CRM, and accounting systems and automated acknowledgments and reporting, giving a lean nonprofit team back hundreds of hours for their mission.
Brightwater Foundation
Nonprofit
- Admin hours saved
- 400+/yr
- Faster acknowledgments
- Same day
- Systems connected
- 4
Admin hours saved
Faster acknowledgments
Systems connected
Services
- Business Process Automation
- API Integrations
- Dashboards & Reporting
Engagement
11-week engagement
Where they started
A small team was manually recording donations across spreadsheets, then re-entering them into their CRM and accounting tools, leaving little time for donor relationships.
Tax acknowledgment letters and grant reports were assembled by hand, creating delays and an inconsistent experience for supporters.
How we worked through it
A practical process designed to create value quickly and keep the client in control at every step.
Map the giving flow
We traced every donation from the moment it arrives to the point it appears in reports and acknowledgments.
Connect the systems
We integrated their donation platform, CRM, and accounting tools so each gift records itself everywhere it needs to.
Automate the follow-through
We automated acknowledgments and recurring reports with templates the team controls and trusts.
What we built
- A connected flow where each donation automatically updates the CRM and accounting records without manual re-entry.
- Automated, personalized acknowledgment letters sent the same day a gift is received.
- Scheduled donor and grant reports that assemble themselves from live data instead of being built by hand.
The results
- More than 400 administrative hours saved per year and redirected toward donor relationships and programs.
- Acknowledgment letters now go out the same day, improving the experience for every supporter.
- Four systems kept perfectly in sync, giving leadership a trustworthy, real-time picture of giving.
Our team got its time back. Donations record themselves, thank-you letters go out instantly, and we can finally focus on the people we serve.
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