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AI agent for fundraisers

Auction Item Procurement Tracker Agent

Track every auction donation request from promise to pickup to catalog and flag gaps against the gala plan

MonitoringSalesHospitality and events
See how it worksGet access
Auction Item Procurement Tracker Agent: what goes in, what the agent does and what you get

What it does

Auction donations are promised and never collected. The agent tracks every request from first contact through promise, pickup and entry in the catalog. It checks item descriptions and values for completeness and flags any that need more detail, such as expiry or restrictions. It drafts reminders for promised items, thank-you notes for received items and updates the catalog. It compares totals with the gala plan by category and value and flags gaps. It proposes new targets to fill gaps. The fundraiser approves outreach. Edge case: a restaurant promised a dinner voucher, but its description lacks an expiry date, and the agent asks for it.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueApprovedNoNo 1 STARTS WHEN Weekly check 2 USES A TOOL Read the request and promise list 3 DOES Compare items collected with the gala plan bycategory and value 4 CHECKS THE RESULT Is each promised item scheduled for pickup ordelivery? If not: Draft a reminder to the donor. Back to step 2. 5 DOES Check descriptions, values and restrictions 6 YOU APPROVE Fundraiser approves outreach 7 USES A TOOL Update the catalog with received items 8 CHECKS THE RESULT Do totals meet the plan target by category? If not: Propose new targets to fill the gap. Back tostep 2. 9 DOES Draft thank-you notes for received items 10 YOU APPROVE Fundraiser approves the thank-you batch 11 RESULT Procurement status report
Read the steps as a list
  1. Weekly check
  2. Read the request and promise list
  3. Compare items collected with the gala plan by category and value
  4. Is each promised item scheduled for pickup or delivery?If not: Draft a reminder to the donor. Back to step 2.
  5. Check descriptions, values and restrictions
  6. Fundraiser approves outreachThe agent waits here for your OK.
  7. Update the catalog with received items
  8. Do totals meet the plan target by category?If not: Propose new targets to fill the gap. Back to step 2.
  9. Draft thank-you notes for received items
  10. Fundraiser approves the thank-you batchThe agent waits here for your OK.
  11. Procurement status report

How it decides

Each item moves through request, promise, pickup and listing; the agent flags gaps against the plan by value and category.

  • Send a reminder 7 days after a promise
  • Require a value and an expiry for every item
  • Flag a category below 70% of plan 4 weeks out
  • Thank donors within 3 days

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Reminder timing (default 7 days)
  • Category targets
  • Catalog fields
  • Thank-you timing

What keeps you in control

It always asks you first

  • Fundraiser approves outreach
  • Fundraiser approves thank-you notes

Hard limits

  • Never contact a donor without approval
  • Never list an item without a value

It stops when

  • Done: plan targets met and all items collected
  • Stop: a donor withdraws a large item

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFour weeks out, the travel category was at 55% of plan. The agent's check found three promised trips still without pickup. It drafted reminders and two donors confirmed. The second check showed travel at 76%, below the full plan. The agent proposed 5 new targets and the fundraiser approved 3.

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