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AI agent for fundraisers

Donor Pledge Fulfillment Tracker Agent

Open pledges are paid on schedule or adjusted by agreement

MonitoringCommunicationSales
See how it worksGet access
Donor Pledge Fulfillment Tracker Agent: what goes in, what the agent does and what you get

What it does

Pledges are easy to promise and hard to collect, and many go unpaid because no one notices. This agent lists every open pledge with its payment schedule and checks the gift system after each payment run. It flags late pledges and works out the amount due. For each one it drafts a gentle reminder in the donor's preferred channel, using the donor's past giving and gift history to set the tone. After the next payment run, it checks again and, if there is still no payment, drafts a different follow-up or suggests a call. The fundraiser approves outreach and any change to a schedule. Edge case: a donor paid by check that has not been posted, so the agent asks the gift processor before sending a reminder.

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 Payment run completes 2 USES A TOOL Load open pledges and schedules 3 USES A TOOL Match payments in the gift system 4 DOES List pledges with a payment more than 14 days late 5 CHECKS THE RESULT Is the late payment really unposted, not a pendingcheck? If not: ask the gift processor and hold the reminder.Back to step 2. 6 DOES Draft a reminder in the donor's preferred channel 7 YOU APPROVE Fundraiser approves outreach 8 USES A TOOL Send and log the contact 9 CHECKS THE RESULT Was the payment received after the next run? If not: draft a different follow-up or suggest apersonal call. Back to step 3. 10 YOU APPROVE Fundraiser approves any change to a pledge schedule 11 RESULT Pledge status report
Read the steps as a list
  1. Payment run completes
  2. Load open pledges and schedules
  3. Match payments in the gift system
  4. List pledges with a payment more than 14 days late
  5. Is the late payment really unposted, not a pending check?If not: ask the gift processor and hold the reminder. Back to step 2.
  6. Draft a reminder in the donor's preferred channel
  7. Fundraiser approves outreachThe agent waits here for your OK.
  8. Send and log the contact
  9. Was the payment received after the next run?If not: draft a different follow-up or suggest a personal call. Back to step 3.
  10. Fundraiser approves any change to a pledge scheduleThe agent waits here for your OK.
  11. Pledge status report

How it decides

A pledge is late when a scheduled payment is more than 14 days past due and no gift is posted. The next step depends on how late it is and the donor's history.

  • Flag a pledge 14 days after a due date
  • Use the donor's usual channel
  • Check for checks in the mail before reminding
  • Suggest a call after two reminders

Make it yours

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

  • Days late before a flag (default 14)
  • Reminder wording
  • Channel preference rules
  • Number of reminders

What keeps you in control

It always asks you first

  • Fundraiser approves every message to a donor
  • Fundraiser approves any change to a pledge schedule or write-off

Hard limits

  • Never contact a donor without approval
  • Do not write off a pledge
  • Respect contact preferences

It stops when

  • Done: pledge paid or schedule adjusted
  • Stop: the donor asks to stop contact or the pledge is written off by the director

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 happensA $1,200 pledge has a $300 payment due May 1. By May 20 nothing is posted. The processor says a check came in the mail. The agent holds the reminder. The check posts May 24 so no message goes. Another donor with $500 overdue gets a gentle email, no reply by the next run, and the fundraiser approves a call.

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