Nonprofit Fundraising Desk
Small and mid-size nonprofits with a development team
Donors, gifts, pledges, campaigns and stewardship follow-ups in one place.
Use this templateNonprofit Fundraising Desk
Everything the development team runs on: donors and their giving, gifts and pledges, campaigns against goal and the thank-you calls that keep people giving. Start with the Dashboard each Monday, then work the Overdue and Mine views. Record every gift the day it arrives, and mark the thank-you done the same week.
Dashboard
Gift processing routine
Stewardship playbook
Planning a campaign
Donors
Everyone who gives or might give, with their total giving and the next planned contact.
| Donor | Type | Stage | Phone | First gift on | Next planned contact | |
|---|---|---|---|---|---|---|
| Ostrander Family Fund | Active | gifts@ostranderfund.net | (253) 555-0101 | Oct 19, 2022 | Oct 22, 2026 | |
| Lindqvist Hardware | Active | hello@lindqvisthardware.net | (253) 555-0102 | Oct 19, 2023 | Oct 24, 2026 | |
| Priya Venkataraman | Active | priya.v@mailbox.net | (253) 555-0103 | Oct 19, 2024 | Oct 19, 2026 | |
| Gideon Abara | Cultivating | gideon.abara@mailbox.net | (253) 555-0104 | Apr 2, 2026 | Oct 13, 2026 | |
| Westshore Rotary Circle | Active | treasurer@westshorerotary.net | (253) 555-0105 | Oct 19, 2021 | Oct 31, 2026 | |
| Beatrix Colquhoun | Prospect | — | (253) 555-0106 | — | Oct 21, 2026 | |
| Evergreen Faith Fellowship | Active | office@evergreenfellowship.net | (253) 555-0107 | Oct 19, 2020 | Nov 8, 2026 | |
| Nakashima Foundation | Cultivating | programs@nakashimafdn.net | (253) 555-0108 | Dec 23, 2025 | Oct 20, 2026 |
Campaigns
Each appeal or event, with its goal and how much has actually been received.
| Campaign | Status | Kind | Goal (USD) | Starts on | Ends on | Lead |
|---|---|---|---|---|---|---|
| Spring Garden Appeal | Live | $25,000 | Sep 19, 2026 | Oct 16, 2026 | Marisol Ainsworth-Reyes | |
| Harvest Supper and Auction | Planning | $40,000 | Nov 28, 2026 | Nov 29, 2026 | Tobias Nakamura | |
| Giving Tuesday Match | Planning | $15,000 | Oct 21, 2026 | Oct 23, 2026 | Dev Pillai | |
| Youth Center Roof Fund | Live | $120,000 | Apr 2, 2026 | Mar 18, 2027 | Charlene Mwangi | |
| Sustainer Circle | Live | $36,000 | Oct 24, 2025 | Oct 19, 2026 | Ingrid Halvorsen | |
| Winter Warmth Drive | Closed | $18,000 | Jun 21, 2026 | Aug 20, 2026 | Marisol Ainsworth-Reyes | |
| Summer Camp Scholarships | Closed | $12,000 | Dec 23, 2025 | Feb 21, 2026 | Dev Pillai |
Gifts
Every gift and pledge, who gave it and which campaign it counts toward.
| Gift | Donor | Campaign | Amount (USD) | Status | Pledge due on | Received on |
|---|---|---|---|---|---|---|
| Spring appeal gift, Ostrander | Ostrander Family Fund | Spring Garden Appeal | $2,500 | Received | — | Oct 7, 2026 |
| Roof fund pledge, Lindqvist | Lindqvist Hardware | Youth Center Roof Fund | $10,000 | Pledged | Oct 21, 2026 | — |
| Monthly gift, Priya | Priya Venkataraman | Sustainer Circle | $50 | Received | — | Oct 16, 2026 |
| Spring appeal pledge, Rotary | Westshore Rotary Circle | Spring Garden Appeal | $3,000 | Pledged | Oct 19, 2026 | — |
| Roof fund gift, Evergreen | Evergreen Faith Fellowship | Youth Center Roof Fund | $4,000 | Received | — | Sep 29, 2026 |
| Monthly gift, Sunita | Sunita Rao | Sustainer Circle | $100 | Received | — | Oct 14, 2026 |
| Winter drive gift, Prewitt | Hollis & June Prewitt | Winter Warmth Drive | $750 | Received | — | May 22, 2026 |
| Roof fund pledge, Foundation | Nakashima Foundation | Youth Center Roof Fund | $25,000 | Pledged | Oct 15, 2026 | — |
Follow-ups
Thank-you calls, visits and asks that keep each relationship moving.
| Follow-up | Donor | Kind | Status | Due on | Mark done | Assign to me |
|---|---|---|---|---|---|---|
| Thank Priya for her monthly gift | Priya Venkataraman | To do | Oct 19, 2026 | — | — | |
| Visit the Ostranders at the garden | Ostrander Family Fund | To do | Oct 22, 2026 | — | — | |
| Send Lindqvist the roof progress photos | Lindqvist Hardware | To do | Oct 20, 2026 | — | — | |
| Ask Nakashima Foundation for a site visit | Nakashima Foundation | To do | Oct 16, 2026 | — | — | |
| Thank Gideon for his first gift | Gideon Abara | To do | Oct 18, 2026 | — | — | |
| Invite Brightwater to the Harvest Supper | Brightwater Credit Union | To do | Oct 25, 2026 | — | — | |
| Call the Prewitts about coming back | Hollis & June Prewitt | To do | Oct 23, 2026 | — | — | |
| Thank Westshore Rotary for last winter | Westshore Rotary Circle | Done | Oct 5, 2026 | — | — |
Development at a glance. Charts read the live tables, so they move as gifts are recorded.
| Gift | Donor | Campaign | Amount (USD) | Status | Pledge due on | Received on |
|---|---|---|---|---|---|---|
| Spring appeal gift, Ostrander | Ostrander Family Fund | Spring Garden Appeal | $2,500 | Received | — | Oct 7, 2026 |
| Roof fund pledge, Lindqvist | Lindqvist Hardware | Youth Center Roof Fund | $10,000 | Pledged | Oct 21, 2026 | — |
| Monthly gift, Priya | Priya Venkataraman | Sustainer Circle | $50 | Received | — | Oct 16, 2026 |
| Spring appeal pledge, Rotary | Westshore Rotary Circle | Spring Garden Appeal | $3,000 | Pledged | Oct 19, 2026 | — |
| Roof fund gift, Evergreen | Evergreen Faith Fellowship | Youth Center Roof Fund | $4,000 | Received | — | Sep 29, 2026 |
| Monthly gift, Sunita | Sunita Rao | Sustainer Circle | $100 | Received | — | Oct 14, 2026 |
| Winter drive gift, Prewitt | Hollis & June Prewitt | Winter Warmth Drive | $750 | Received | — | May 22, 2026 |
| Roof fund pledge, Foundation | Nakashima Foundation | Youth Center Roof Fund | $25,000 | Pledged | Oct 15, 2026 | — |
| Gift | Donor | Campaign | Amount (USD) | Status | Pledge due on | Received on |
|---|---|---|---|---|---|---|
| Spring appeal gift, Ostrander | Ostrander Family Fund | Spring Garden Appeal | $2,500 | Received | — | Oct 7, 2026 |
| Roof fund pledge, Lindqvist | Lindqvist Hardware | Youth Center Roof Fund | $10,000 | Pledged | Oct 21, 2026 | — |
| Monthly gift, Priya | Priya Venkataraman | Sustainer Circle | $50 | Received | — | Oct 16, 2026 |
| Spring appeal pledge, Rotary | Westshore Rotary Circle | Spring Garden Appeal | $3,000 | Pledged | Oct 19, 2026 | — |
| Roof fund gift, Evergreen | Evergreen Faith Fellowship | Youth Center Roof Fund | $4,000 | Received | — | Sep 29, 2026 |
| Monthly gift, Sunita | Sunita Rao | Sustainer Circle | $100 | Received | — | Oct 14, 2026 |
| Winter drive gift, Prewitt | Hollis & June Prewitt | Winter Warmth Drive | $750 | Received | — | May 22, 2026 |
| Roof fund pledge, Foundation | Nakashima Foundation | Youth Center Roof Fund | $25,000 | Pledged | Oct 15, 2026 | — |
| Donor | Type | Stage | Phone | First gift on | Next planned contact | |
|---|---|---|---|---|---|---|
| Ostrander Family Fund | Active | gifts@ostranderfund.net | (253) 555-0101 | Oct 19, 2022 | Oct 22, 2026 | |
| Lindqvist Hardware | Active | hello@lindqvisthardware.net | (253) 555-0102 | Oct 19, 2023 | Oct 24, 2026 | |
| Priya Venkataraman | Active | priya.v@mailbox.net | (253) 555-0103 | Oct 19, 2024 | Oct 19, 2026 | |
| Gideon Abara | Cultivating | gideon.abara@mailbox.net | (253) 555-0104 | Apr 2, 2026 | Oct 13, 2026 | |
| Westshore Rotary Circle | Active | treasurer@westshorerotary.net | (253) 555-0105 | Oct 19, 2021 | Oct 31, 2026 | |
| Beatrix Colquhoun | Prospect | — | (253) 555-0106 | — | Oct 21, 2026 | |
| Evergreen Faith Fellowship | Active | office@evergreenfellowship.net | (253) 555-0107 | Oct 19, 2020 | Nov 8, 2026 | |
| Nakashima Foundation | Cultivating | programs@nakashimafdn.net | (253) 555-0108 | Dec 23, 2025 | Oct 20, 2026 |
| Campaign | Status | Kind | Goal (USD) | Starts on | Ends on | Lead |
|---|---|---|---|---|---|---|
| Spring Garden Appeal | Live | $25,000 | Sep 19, 2026 | Oct 16, 2026 | Marisol Ainsworth-Reyes | |
| Harvest Supper and Auction | Planning | $40,000 | Nov 28, 2026 | Nov 29, 2026 | Tobias Nakamura | |
| Giving Tuesday Match | Planning | $15,000 | Oct 21, 2026 | Oct 23, 2026 | Dev Pillai | |
| Youth Center Roof Fund | Live | $120,000 | Apr 2, 2026 | Mar 18, 2027 | Charlene Mwangi | |
| Sustainer Circle | Live | $36,000 | Oct 24, 2025 | Oct 19, 2026 | Ingrid Halvorsen | |
| Winter Warmth Drive | Closed | $18,000 | Jun 21, 2026 | Aug 20, 2026 | Marisol Ainsworth-Reyes | |
| Summer Camp Scholarships | Closed | $12,000 | Dec 23, 2025 | Feb 21, 2026 | Dev Pillai |
Pledges past due
| Gift | Donor | Campaign | Amount (USD) | Status | Pledge due on | Received on |
|---|---|---|---|---|---|---|
| Spring appeal gift, Ostrander | Ostrander Family Fund | Spring Garden Appeal | $2,500 | Received | — | Oct 7, 2026 |
| Roof fund pledge, Lindqvist | Lindqvist Hardware | Youth Center Roof Fund | $10,000 | Pledged | Oct 21, 2026 | — |
| Monthly gift, Priya | Priya Venkataraman | Sustainer Circle | $50 | Received | — | Oct 16, 2026 |
| Spring appeal pledge, Rotary | Westshore Rotary Circle | Spring Garden Appeal | $3,000 | Pledged | Oct 19, 2026 | — |
| Roof fund gift, Evergreen | Evergreen Faith Fellowship | Youth Center Roof Fund | $4,000 | Received | — | Sep 29, 2026 |
| Monthly gift, Sunita | Sunita Rao | Sustainer Circle | $100 | Received | — | Oct 14, 2026 |
| Winter drive gift, Prewitt | Hollis & June Prewitt | Winter Warmth Drive | $750 | Received | — | May 22, 2026 |
| Roof fund pledge, Foundation | Nakashima Foundation | Youth Center Roof Fund | $25,000 | Pledged | Oct 15, 2026 | — |
Follow-ups overdue
| Follow-up | Donor | Kind | Status | Due on | Mark done | Assign to me |
|---|---|---|---|---|---|---|
| Thank Priya for her monthly gift | Priya Venkataraman | To do | Oct 19, 2026 | — | — | |
| Visit the Ostranders at the garden | Ostrander Family Fund | To do | Oct 22, 2026 | — | — | |
| Send Lindqvist the roof progress photos | Lindqvist Hardware | To do | Oct 20, 2026 | — | — | |
| Ask Nakashima Foundation for a site visit | Nakashima Foundation | To do | Oct 16, 2026 | — | — | |
| Thank Gideon for his first gift | Gideon Abara | To do | Oct 18, 2026 | — | — | |
| Invite Brightwater to the Harvest Supper | Brightwater Credit Union | To do | Oct 25, 2026 | — | — | |
| Call the Prewitts about coming back | Hollis & June Prewitt | To do | Oct 23, 2026 | — | — | |
| Thank Westshore Rotary for last winter | Westshore Rotary Circle | Done | Oct 5, 2026 | — | — |
Contacts planned this week
| Donor | Type | Stage | Phone | First gift on | Next planned contact | |
|---|---|---|---|---|---|---|
| Ostrander Family Fund | Active | gifts@ostranderfund.net | (253) 555-0101 | Oct 19, 2022 | Oct 22, 2026 | |
| Lindqvist Hardware | Active | hello@lindqvisthardware.net | (253) 555-0102 | Oct 19, 2023 | Oct 24, 2026 | |
| Priya Venkataraman | Active | priya.v@mailbox.net | (253) 555-0103 | Oct 19, 2024 | Oct 19, 2026 | |
| Gideon Abara | Cultivating | gideon.abara@mailbox.net | (253) 555-0104 | Apr 2, 2026 | Oct 13, 2026 | |
| Westshore Rotary Circle | Active | treasurer@westshorerotary.net | (253) 555-0105 | Oct 19, 2021 | Oct 31, 2026 | |
| Beatrix Colquhoun | Prospect | — | (253) 555-0106 | — | Oct 21, 2026 | |
| Evergreen Faith Fellowship | Active | office@evergreenfellowship.net | (253) 555-0107 | Oct 19, 2020 | Nov 8, 2026 | |
| Nakashima Foundation | Cultivating | programs@nakashimafdn.net | (253) 555-0108 | Dec 23, 2025 | Oct 20, 2026 |
How to read the numbers
A gift is not finished until it is recorded, receipted and thanked. This routine keeps all three inside one week.
The same day a gift arrives
Open the Gifts table and add a row. Name it with the campaign and donor, and fill in amount, method and date.
Link the gift to the donor and the campaign it counts toward. If the donor is new, add them first from the intake form.
Set Status to Received. A pledge stays Pledged until the money is actually in hand.
Deposit checks within two working days and note any restriction the donor wrote on the check or card.
Within a week
Send the tax receipt. Use the standard receipt wording your accountant approved.
Make the thank-you call or write the letter, then press Mark thanked on the gift.
Add a follow-up for the donor if they asked a question or mentioned a program they love.
Common mistakes
Counting a pledge as received: the campaign total will look better than the bank balance.
Recording one gift against two campaigns: split it into two rows with the right amounts.
Forgetting matching gifts: ask every business donor whether their employer matches.
Donors rarely leave because of a mistake. They leave because nobody told them what their gift did. Stewardship is the plan that prevents that.
What every donor should hear
A personal thank-you within 48 hours of any gift.
An honest update on the program their gift supports, at least twice a year.
An invitation to see the work in person, once a year.
By giving level
When a donor goes quiet
Check the donor row. If Lapsed, look at the last gift date and the last follow-up.
Make one warm call that asks nothing. Ask what they thought of the last update.
If they want to stop, set the stage to Declined and note why.
If they come back, set Active and thank them like a new donor.
Every campaign gets a row, a goal and a lead before the first message goes out. A goal nobody wrote down cannot be missed or met.
Before launch
Create the campaign row. Write the purpose in one sentence a donor would repeat.
Set a goal from last year's result plus a realistic stretch, not a wish.
Name a lead and list every follow-up in the Follow-ups table with a due date.
Build the thank-you plan first. Who calls whom, and when.
During the campaign
Check Goal reached (%) every Monday.
Move the campaign to Live only when the first message is ready to send.
Chase pledges due this week before asking for anything new.
After it closes
Press Close campaign once the last gift is recorded.
Count thank-yous done against gifts received. Anything missing goes on this week's list.
Write three lines on what worked and what to change, in the campaign row's page.
What's inside
5 tables · 28 views · 1 form · 11 row actions · 1 agent5 pages
- Nonprofit Fundraising Desk
- Dashboard
- Gift processing routine
- Stewardship playbook
- Planning a campaign
4 tables
- Donors7 views · 14 sample rows
- Campaigns7 views · 7 sample rows
- Gifts7 views · 15 sample rows
- Follow-ups7 views · 12 sample rows
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