Donation receipt automation

Purpose

1.1. Automate generation, delivery, and record-keeping of donation receipts for members or sponsors, reducing manual workload and ensuring compliant, timely, and standardized documentation across all donation events for the boat club.
1.2. Enable automated notifications, audit trail maintenance, reconciliation with financial systems, automated filing of digital copies, and issuance of personalized, legally valid receipts for tax and record use.

Trigger Conditions

2.1. Online payment processor confirms a donation transaction (e.g., Stripe, PayPal API webhook event: payment_successful).
2.2. Manual entry of offline donation in club CRM or database, saving a “donation entry.”
2.3. Scheduled batch check for new donations within a date range (e.g., daily at 7 PM).
2.4. Email with subject line “Donation Confirmation” received in monitored club inbox (Gmail API, Outlook webhook).
2.5. Mobile form submission completed by staff or attendee at event (Jotform or Google Forms API event).

Platform Variants (Software, Feature/Setting, Sample Configuration)

3.1. Stripe
– Feature: Webhook endpoint “payment_intent.succeeded” — triggers receipt generation.
3.2. PayPal
– Setting: Webhooks on “CHECKOUT.ORDER.APPROVED” — fires automator for receipt document.
3.3. QuickBooks Online
– API: “Create Sales Receipt” endpoint automates official receipt entry.
3.4. Zoho Books
– Function: “Create Receipt” via Books API on donation record add.
3.5. Salesforce
– Flow: Process Builder for “Donation Completed” in Opportunity automates receipt task.
3.6. HubSpot
– Workflow: Trigger “Donation Received” pipeline stage sends automated receipt email.
3.7. Google Sheets
– Script: On row add to “Donations” sheet, Google Apps Script automates PDF receipt and email.
3.8. Airtable
– Automation: Table “Donations” new record automates template merge via scripting.
3.9. Xero
– API: “New Payment” triggers receipt email from Xero Templates.
3.10. Microsoft Power Automate
– Flow: Trigger “Donations Inbox” email received + PDF Generation/SharePoint archive.
3.11. Gmail
– API: Watch for “donation” keyword, automates Doc send and Label assign.
3.12. Outlook
– Connector: Rules move flagged donations, Microsoft Graph API mails receipt.
3.13. DocuSign
– Template: “Donation Acknowledgement” auto-filled and sent for e-signature/retention.
3.14. PandaDoc
– API: Trigger on CRM record to automate donation receipt doc generation.
3.15. Formstack
– Setting: Form Submit triggers PDF receipt auto-email and archiving.
3.16. Jotform
– Integration: Finished donation form automates email receipt with attached PDF.
3.17. Dropbox
– API: Auto-save PDF receipt in “Donations/Receipts/[Year]” folder on new receipt event.
3.18. Google Drive
– Script: Apps Script automates push of PDF to “Club Donations” folder on new transaction.
3.19. Slack
– Integration: Bot posts “Receipt sent to donor” in #finance on successful automation.
3.20. Twilio
– Function: Notify donor via SMS with link to donation receipt PDF after automation event.
3.21. SendGrid
– API: Transactional email automation for sending donor receipts, using dynamic template data.
3.22. Mailgun
– API: Receipt PDF sent automatedly using “messages” endpoint.
3.23. FreshBooks
– API: Trigger “Payment Recorded” automates email/digital receipt send-out.

Benefits

4.1. Automates administrative effort, enabling staff to focus on core recreation activities.
4.2. Ensures timely, standardized, and compliant documentation for donors and club records using automation.
4.3. Automates donor communication, fostering transparency and enhancing donor retention.
4.4. Reduces risk of human error, and enables audit-ready digital trails by automating document handling.
4.5. Scales with club growth—automation adapts to increased donation frequency and volume automatically.
4.6. Provides secure, automated storage and retrieval, streamlining financial oversight.
4.7. Automating notification, filing, and compliance tasks increases operational efficiency for the club.