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AI agent for fundraisers

Recurring Gift Failed Payment Recovery Agent

Recover as many failed recurring gifts as possible within 30 days without over-contacting donors

CommunicationAutomationSales
See how it worksGet access
Recurring Gift Failed Payment Recovery Agent: what goes in, what the agent does and what you get

What it does

Monthly donors are the steadiest income a nonprofit has, but every month some cards expire or get declined. A fundraiser usually finds out weeks later, if at all. This agent checks the payment processor each day for failed or soon-to-expire recurring gifts, matches each one to the donor record and reads giving history. It sorts donors by value and length of giving, then drafts the right message: a short card update note for most, a personal call script for long-time or high-value donors. After the first message it watches whether the card was updated. If not, it schedules a second, different contact and, after the last try, moves the donor to a lapsed list for the reactivation work. You approve every outreach batch and call list. Edge case: a donor who asked not to be emailed only gets a mailed letter draft.

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
ApprovedYes, continueYes, continueNoNo 1 STARTS WHEN Processor posts failed and expiring recurring gifts 2 USES A TOOL Pull failures and match each to the donor CRM record 3 DOES Sort donors by monthly amount, tenure and contactpreference 4 USES A TOOL Draft update emails, letters and call scripts persegment 5 YOU APPROVE Fundraiser approves the outreach batch and call list 6 USES A TOOL Send approved messages and log contacts in the CRM 7 CHECKS THE RESULT Was the payment method updated within 7 days? If not: draft a second contact through a differentchannel, up to three tries. Back to step 4. 8 CHECKS THE RESULT Do recovered gifts show a successful charge? If not: recheck the processor and flag the record formanual review. Back to step 2. 9 RESULT Recovery report with recovered, pending and lapseddonors
Read the steps as a list
  1. Processor posts failed and expiring recurring gifts
  2. Pull failures and match each to the donor CRM record
  3. Sort donors by monthly amount, tenure and contact preference
  4. Draft update emails, letters and call scripts per segment
  5. Fundraiser approves the outreach batch and call listThe agent waits here for your OK.
  6. Send approved messages and log contacts in the CRM
  7. Was the payment method updated within 7 days?If not: draft a second contact through a different channel, up to three tries. Back to step 4.
  8. Do recovered gifts show a successful charge?If not: recheck the processor and flag the record for manual review. Back to step 2.
  9. Recovery report with recovered, pending and lapsed donors

How it decides

Donors giving 25 dollars or more a month or for over three years get a personal call first; others get an email with a secure update link. Contact stops after three tries.

  • Monthly gift of 25 dollars or more, or tenure over three years, gets a personal call first
  • No more than three contacts per failure, at least 7 days apart
  • Donor preferences always override channel choice
  • After the third try the donor moves to the lapsed list

Make it yours

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

  • Value threshold for personal calls (default 25 dollars a month)
  • Maximum contacts per failure (default 3)
  • Days between contacts (default 7)
  • Message tone (default warm and brief)

What keeps you in control

It always asks you first

  • Each outreach batch
  • Call list for high-value donors

Hard limits

  • Never stores or handles card numbers
  • Never contacts a donor who has opted out of that channel

It stops when

  • Done: all failures recovered or moved to the lapsed list
  • Stop: processor report missing or donor ids do not match the CRM

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 June 3 the agent found 41 failed gifts worth 1,380 dollars a month. Six donors gave over 50 dollars monthly, so they went on a call list. The rest got emails after the fundraiser approved them. By June 10, 19 had updated cards; the 7-day check failed for 22, so the agent drafted a second text-style email. By July 2, 31 gifts were recovered.

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