Donation Entry enables Giving Managers to manually log physical contributions like cash and checks to maintain a complete record of organizational giving. Following these steps streamlines manual entry workflows and enhances the overall administrative experience.
Donation Entry Workflow
Managing manual entries in groups, or batches, keeps records organized and accurate.
Create a Batch
Navigate to Giving > Batches.
Select Create batch in the upper-right corner.
Name the batch and click Save.
We highly recommend including a date range in the batch name to make locating specific donations easier in the future.
After creating the batch, the Dashboard automatically navigates to a new page to begin entering gifts. If navigating away, active batches appear under the Active tab on the main Giving > Batches page until finalized and committed.
Enter Donations
Select Create Gift in the center or upper-right corner of the page.
Enter the donor name, gift amount, payment method, and receiving fund.
Fill out any additional applicable gift details.
Click Create gift.
Prior to committing a batch, you can export active entries for review. Select the three dots in the upper-right corner and select Export to generate a CSV file.
Adding a New Donor
When a donor does not exist within the Dashboard, add them directly during gift entry.
Select + Create... from the donor dropdown menu.
Enter the first and last name of the donor along with any additional information in the pop-up window.
Select Create.
Take note of newly created donors while entering gifts. Once the batch is finished, locate the profile in People > All people to add additional details like an email or mailing address.
Donation Methods
Donations fall into two main categories: tax-deductible and non-tax-deductible. Within each category, donors can contribute through a variety of methods. Non-tax-deductible donations still count toward the progress of a donor pledge. For a more detailed breakdown of these donation methods, please review our Giving Methods & Statements article.
Split Donations
If the donor wants to allocate a single gift across multiple funds, you can split the entry on the gift details screen.
Select Add Fund (+) to the right of the Amount field to add a new fund row.
Distribute the amounts accordingly.
Click Create gift.
To remove a fund row, select Remove (X) to the right of that row. Split entries require allocating funds to different accounts; donations cannot be split within the exact same fund.
Committing a Batch
When entries are complete and verified, commit the batch to permanent records.
Select Commit Batch in the upper-right corner.
Confirm by selecting Yes, Commit.
Committing a batch moves entries into primary giving data, making them searchable on the Giving > Gifts page and included in Analytics & Reports. Simultaneously, records sync to donor profiles to populate giving history in the app. The batch moves to the Committed tab on the Giving > Batches page.
After committing a batch, additional donation entries cannot be added to the batch. For information about editing donation entries in a committed batch, please refer to Modifying Donation Entries below.
Managing Batches & Donation Entries
Batch Summaries & Reconciliation
To simplify end-of-day reconciliation and reporting, admins can view a high-level summary breakdown directly within any batch. Batch summaries aggregate entries by Funds, Payment Methods, and Campus. This summary is available on both Active and Committed batches, allowing quick verification of cash and check totals against bank deposit slips before or after committing.
Editing & Deleting Batches
While a batch is active, admins can delete or rename it. Select the three dots in the upper-right corner, then select Rename batch or Delete batch.
Once a batch is committed, admins can delete the entire batch, but cannot rename it. Select the three dots in the upper-right corner to Delete batch.
Remote deposit batches cannot be deleted. For more information about remote deposit, please refer to our complete guide, Bulk Check Scanning & Remote Deposits from Start to Finish.
Modifying Donation Entries
Gifts in Active Batches
Navigate to Giving > Batches and select the active batch.
Select the donation to edit or delete.
Click the three dots in the upper-right corner of the entry.
Select Edit gift or Delete gift.
Click Save.
Gifts in Committed Batches
Once a batch is committed, individual entries cannot be deleted, but you can update their details or adjust their status.
Navigate to Giving > Batches and select the Committed tab.
Locate the batch containing the target gift.
Select the gift to view its details. You can also find the gift on your Giving > Gifts page.
Click the pencil icon in the upper-right corner.
Make any necessary changes. If a gift has bounced or been refunded, to prevent it from appearing on a donor statement, change its status to Failed.
Select Save.
The Dashboard logs all updates in the Adjustment History section for auditing purposes.
Efficiency Tips
Before you begin, we recommend sorting gifts by type. This will allow you to have all of your cash/check donations grouped together inside the batch as you enter them.
Decide if your team will count cash per envelope or enter it as a lump sum. Maintaining individual gift amounts assists your finance team in determining your total number of unique givers and average gift sizes.
You may record a $0.00 value for stocks, bonds, crypto, or in-kind donations initially, and then edit the financial value later once verified.
To log anonymous cash donations, consider creating a donor profile named Anonymous Cash. This keeps your anonymous gifts organized in a simple, searchable way.
Add any new funds or campuses to the Funds or Campuses pages of your Dashboard before starting. They will then automatically appear in your Donation Entry dropdown menus.
FAQs
When recording checks, what is considered the donation date?
The donation date for a check is either the date the organization received it or the date it was mailed, whichever is earlier. This is especially important for donations made around the end of the year. For example, if you received the check in 2026 but it was mailed in 2025, the donation should be recorded as occurring in 2025. (Source 1 & Source 2)
This article is for informational purposes only and should not be considered tax advice. For questions about the legal or tax implications of a donation, consult a licensed accountant—ideally one with nonprofit expertise.