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AI agent for fundraisers

Gift Processing and Acknowledgment Agent

Record every gift correctly and acknowledge it within 48 hours

AdministrationSales
See how it worksGet access
Gift Processing and Acknowledgment Agent: what goes in, what the agent does and what you get

What it does

Donors expect a prompt, accurate thank-you, and errors in gift records follow a donor for years. Every day this agent collects gifts from the online form, bank deposits and mailed check scans. It matches each gift to a donor record by name, address and email, flags possible duplicates, and applies the right fund, campaign and soft credits. It then reconciles the batch total with the bank deposit. If totals differ, it finds the missing or extra gift and corrects the batch before any letter goes out. It drafts acknowledgments and tax receipts that reflect donor history, such as a first gift or renewal. Gifts above the major gift level get a personal letter for approval, and duplicates are merged only with approval. Edge case: a gift with goods or services received shows the deductible amount, not the full gift.

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, continueApprovedNo 1 STARTS WHEN Daily gift batch 2 USES A TOOL Collect gifts from forms, deposits and check scans 3 DOES Match gifts to donor records and flag duplicates 4 USES A TOOL Reconcile the batch total with the bank deposit 5 CHECKS THE RESULT Does the batch total match the deposit? If not: find the unmatched gift and correct the batch.Back to step 3. 6 USES A TOOL Draft acknowledgments and receipts 7 YOU APPROVE Fundraiser approves major gift letters and recordmerges 8 RESULT Gifts posted and letters sent
Read the steps as a list
  1. Daily gift batch
  2. Collect gifts from forms, deposits and check scans
  3. Match gifts to donor records and flag duplicates
  4. Reconcile the batch total with the bank deposit
  5. Does the batch total match the deposit?If not: find the unmatched gift and correct the batch. Back to step 3.
  6. Draft acknowledgments and receipts
  7. Fundraiser approves major gift letters and record mergesThe agent waits here for your OK.
  8. Gifts posted and letters sent

How it decides

Gifts match donors by name, address and email. Letters vary by gift type and donor history.

  • Gifts above the major gift level get a personal letter for approval
  • Quid pro quo gifts show the deductible amount
  • Possible duplicate donors are merged only with approval

Make it yours

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

  • Major gift threshold
  • Acknowledgment deadline (default 48 hours)
  • Letter templates by gift type
  • Funds and campaign codes

What keeps you in control

It always asks you first

  • Major gift letters
  • Merging donor records

Hard limits

  • Never sends tax receipts for unreconciled batches
  • Never merges donor records without approval

It stops when

  • Done: batch posted and letters sent
  • Stop: deposit report unavailable

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 happensOn March 14, a batch of 64 gifts totaled $18,240, but the deposit was $18,140, so the reconciliation check failed. The agent found a $100 online gift refunded the same day and removed it. It then drafted 63 letters and receipts. Two gifts over $5,000 went to the fundraiser for personal notes, and she approved one record merge.

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