SayPro Donation Management Responsibilities: Recording, Tracking, and Verifying Donations Across All Channels.

Record, Track, and Verify All Donations Received by SayPro

🏢 Department Responsible:

SayPro Fundraising, Sponsorships, Donations, and Crowdfunding Office
(Under SayPro Marketing Royalty)

🔍 Overview

SayPro receives donations from diverse sources—individual donors, corporate sponsors, online crowdfunding platforms, in-person events, and recurring giving programs. To uphold financial transparency, operational efficiency, and donor trust, SayPro must accurately record, systematically track, and rigorously verify every donation received through all channels.

This process ensures compliance with internal policies, national regulations, and donor expectations, while also enabling strategic fundraising planning and effective relationship management.

🛠️ Key Responsibilities and Procedures

1. Donation Recording

a. Centralized Data Entry

• All donations are entered into the SayPro CRM system or Donation Management Database.
• Each donation entry includes:
  • Donor name or anonymous tag
  • Contact information (when applicable)
  • Amount donated
  • Currency and payment method
  • Date and time of transaction
  • Source/channel of the donation (e.g., website, bank transfer, crowdfunding site)

b. Unique Identification

• Assign a unique Donation Reference Code to every transaction.
• Codes are generated per donation for traceability and reconciliation purposes.

2. Donation Tracking

a. Multi-Channel Source Monitoring

• Website: Automatically log donations made through SayPro’s online donation form.
• Bank Transfers: Collect and upload statements weekly; match donations to existing pledges.
• Mobile Payments / E-Wallets: Integrate services like PayPal, Stripe, or M-Pesa and sync with the CRM.
• Crowdfunding Platforms: Export donor and transaction data from platforms like GoFundMe or BackaBuddy and merge with internal records.
• Cash/Cheque Donations: Physically received donations are logged manually by authorized personnel and deposited under the official SayPro account within 24–48 hours.

b. Dashboard Updates

• Real-time dashboards reflect donation flows by:
  • Time period
  • Campaign
  • Donor segment
  • Payment method

3. Verification Process

a. Cross-Verification

• Reconcile donation entries against:
  • Bank and payment gateway statements
  • Donation receipts
  • Event registration/payments logs
• Verify accuracy of amounts, names, and donation codes.

b. Discrepancy Management

• Flag and investigate mismatches or duplicate entries.
• Follow up with donors or financial service providers to resolve issues.
• Keep an incident log of all verification discrepancies and their resolutions.

c. Approval Workflow

• Donations over a certain threshold (e.g., $1,000) are reviewed and approved by a senior fundraising officer.
• Verified donations are tagged as “Confirmed” in the CRM.

4. Acknowledgment and Receipting

• Send automatic or manual receipts to donors upon verification.
• Include tax-compliant information if applicable (e.g., registration number, date, amount, donor name).
• Personalize thank-you messages where possible for relationship building.

5. Reporting and Auditing

a. Weekly and Monthly Reports

• Generate summaries on:
  • Total donations per channel
  • Donation growth trends
  • Donor frequency and contribution size
• Highlight unverified or flagged entries for resolution.

b. Internal Audits

• Conduct quarterly internal audits on donation data for compliance and transparency.
• Prepare documents for external audits or regulatory review if required.

🧰 Tools and Systems Used

• SayPro CRM & Donor Database
• Google Sheets or Microsoft Excel for manual logs (backup)
• Online Payment Gateways: PayPal, Stripe, EFT portals
• Banking Platforms (for transaction reconciliation)
• Crowdfunding Platform Backends
• Email Marketing Tools: Mailchimp, SendGrid (for receipts)

🎯 Key Objectives and Benefits

• Ensure accurate and complete financial records
• Build donor confidence through transparency
• Strengthen financial reporting for stakeholders
• Comply with legal and financial standards
• Enable informed fundraising decisions and forecasting