How to Choose the Best Nonprofit Donor Management Software

As a professional working in nonprofits, You know how vital the donors you have are. If they weren’t there, you would not be able to get the help you require to accomplish your goals. You’ve spent much of your time thinking about ways to attract new donors but do you actually take the time to think about ways to improve the donor relationships you already have?

This is where software for managing donors is available. This crucial tool provides your company with an easy method to manage donor data so that you are able to keep track of every aspect of your donor relationship, from the initial donation to the demographics of the donor to the most recent communication that you have had with them.

If you’re only beginning to search for the perfect donation management system for your nonprofit, then you’re in the right spot. We’ll help determine the most important attributes to be looking for in software and which one could be the most suitable to the needs of your organization.

The following will be discussed:

What is Donor Management Software?

Why Should Nonprofits Invest in Donor Management Software?

8 Key Features to Look for in Donor Management Software

5 Best Donor Management Software for Nonprofits in 2021

Which Donor Management Software is Right for Your Nonprofit?

Finding the perfect software can be a challenge. However, with the right information available, you’ll be able to discover a solution that will meet every need related to donations — and more!

What is Donor Management Software?

The software for donor management is a program that aids nonprofits in keeping and analyze donor records in order to understand and improving their relationships with donors, both existing and new.

Most often, software for managing donors can help your organization keep track of information like the donor’s name, address, amount of gift as well as gift frequency and much more. With the correct software, you’ll be able to sort these data by using specific filters that will aid in gaining more insight into the data. Certain software can even make recommendations for ways to increase your contributions.

Why Should Nonprofits Invest in Donor Management Software?

If you’ve collected donations, most likely, you have a management system in place to manage details about the donor. An Excel spreadsheet or a checklist or even more difficult, you’re relying on your staff’s memory on their own.

Spending money on software for managing donors is essential to any expansion. Although your strategies may work for the moment, you are more knowledgeable than any other person where the flaws are. Your staff may not always keep the proper details (or recognize which information is useful to keep). The spreadsheets you have aren’t properly organized and are difficult to share across your company, and you require an improved method to organize information that is beneficial to you.

Donor Management Software

Donor management software allows you to manage your growth by analyzing your donor history to help you establish strong connections with your donors and build relationships with potential donors.

If you’re looking for an easier method of managing donor data, It’s the perfect time to purchase software for managing your donors to increase (and more reliable!) donations.

8 Key Features to Look for in Donor Management Software

There is no software for managing donors that are created equal. What are the features essential to ensure smooth donor management? Learn more about the most important attributes you need to look for when you select the right software for managing your nonprofit.

Fundraising capabilities

  1. Multiple Fundraising Options

The first requirement for a reliable donation management system is solid fundraising capabilities. Does the platform have the ability to create a donation form or a specific page for fundraising?

Is the platform designed to handle ongoing donations? A reputable fundraising platform will likely offer the most effective donation and donor management capabilities when they design the software to meet the unique requirements of fundraising for nonprofit organizations. Apart from encouraging regular giving and a donor management system should allow users to customize donation buttons. Donation buttons are the primary call-to-action you offer to your donors. It will be the point where your donation experience starts!

Text-giving is an option to keep an eye on! While it is a second option that is text-giving, it makes mobile giving extremely easy and makes your donation page or donation form more readily available.

Crowdfunding campaigns can be a successful method to raise funds by focusing on a specific cause or project. Do you allow your donors to choose corporate gift matching? Employee matching gifts are an undeniably important feature of a good donor management/fundraising platform. For instance, Donorbox donation forms offer the option of choosing the match option for companies on the form of donation and let the donor choose their employer and donate at least twice the amount of their donation to your cause.

The features of donor management and fundraising are linked, so you need to look out for all essential fundraising functions when choosing the right donor management software.

  1. Flexible payment processing

Processing payments is crucial for your donors. It is important to offer a variety of different payment options that are flexible to your patrons and be able to track the origin and source of donations that you receive. Any reliable donation platform will allow you to accept donations through wallets, cards, and bank transfers. Other payment options are preferred in particular countries. For instance, Bancontact cards are a very popular method of electronic payment in Belgium. If your prospective clients are from Belgium, You might want to be sure that you’re willing to accept the preferred payment method of Belgians.

Donorbox lets charities accept donations through cards, Apple Pay, low-fee ACH & SEPA bank transfers, Google Pay, and PayPal. This makes it simple and easy for the donor. Nonprofits just must link the Stripe and PayPal accounts to Donorbox to begin. Then, you can accept the payment methods you wish to provide to your donors.

You can also organize your database of donors based on payment methods, analyzing your contributions and the needs of the donors.

Management of the donor

  1. Donor profiles, recurring donations and a donor dashboard

Recurring donors are crucial. Your donor management system must be able to handle and increase your regular donations. This means you have to be able to add various donation intervals for recurring donations and also highlight the interval you prefer on the donation form. Create your own donation tiers that are most beneficial for you, and then suggest the amount you wish to donate on the form for donations. Donorbox, for instance, allows you to choose an amount to donate – and make it a simple choice to the person who is giving. Your donor will still be able to make a donation of a specific amount.

Simple features can produce amazing outcomes. For instance, giving a brief explanation of the impact on the amount of a specific donation can make a huge difference in boosting your average recurring donation amount. In essence, you need to select a donor management system that allows you to create small modifications that have the potential to be extremely effective.

One of the most important tasks your donation management system needs to do is Let donor information be easily accessible to you. An online Donor profile is vital to keep track of details like donations, contacts, interactions and other crucial information.

The software you use to manage your donor database should permit you to track every kind of donor, including your top donors, regular donors, to one-time or in-kind donors. So, choose a program with a user-friendly interface to make it easier for both you as well as your team. Every donor should have their own profile with all the important information and communication your staff members have in common with them. This means that all the information you require is all in one place and is just one mouse click away.

Donorbox allows you to edit and update contact information and information about donors. You can add two addresses as well as change the information regarding a specific profile of a donor. Make sure to update the contact information quickly within your donor database, and ensure that you don’t miss an important message that they must view.

Do your donors have the ability to manage their recurring donations?

Regular donors pledge to support the mission of your organization. This means you have to give them the freedom to manage their contributions. Donorbox automates the creation of donors’ accounts for your regular donors. Account details are immediately sent to the donor, which allows your donor to handle their regular donation plan. They can modify or extend the duration of their donation, change their payment or card information or even remove their recurring subscription. The ability to empower your recurring donors increases trust among donors in your business, give them an easy way to donate and helps you establish a solid relationship with them. It is important to ensure that your donation dashboard is easy to navigate.

  1. Segment donor database and donate.

Segmentation is the process of sorting through the database of your donors, keeping certain guidelines in mind. This is an essential purpose in any donation management software due to these reasons.

It lets you create email lists based on particular aspects such as location, age and the amount you have donated. It also allows you to reach out to the donors you want to reach in a targeted and more personal manner.

It lets you view your data in a more clear way. Are the majority of your donors located in your area? Do you have a small number of younger people in your database of donors? If you know this information, it will allow you to determine what types of donors are the most attracted to your business. You could also consider altering your message to appeal to new demographics.

You are able to quickly and effortlessly get information about specific donors and what they like to be approached and design your communications on the basis of this information. In addition, it improves your interaction with donors and can help to build a positive relationship with them.

The best donor management software can assist you in pulling reports when you’re seeking specific types of donors so that you have a simple, easily-to-read and understandable list to aid your business in its growth.

As a nonprofit is essential to have the ability to sort your information to see the kinds of donations that you get and which types of donors you receive the most. So, with a program such as Donorbox, it is possible to do it quickly. You can search for things like the frequency of donations and the number of donations, and the total amount, along with the location and date of the donation.

The image below illustrates what this sorting will look like in Your Donorbox dashboard:

  1. Maintain a clean donor base – Merge contacts

Take a look at the various ways you can accept donations. Cash, online, checks, via mail, and through social media, or through cash or check. If you choose a program that allows you to add donor records manually at any time you want to, you can make certain that each of these transactions is recorded and your information is easily accessible.

It is recommended to look for a program that can combine any repeated donor records to ensure that your database is as organized and clear as it is possible. Furthermore, the donor management software should help you maintain an organized database of donors. That means that you need to be able to edit old data, join duplicate contacts, and sort donors according to various filters. Such filters include donation interval, donation frequency, payment method, currencies, donation plan, location, donation amount, etc. It is also possible to download your list of donors if you need it.

  1. Automate donation receipt

Manually sending receipts for donations is a tedious process that is difficult to master. It also takes up the time of your staff. If your company isn’t using a fundraising platform that can automate receipts for donations and receipts, you need to locate donor management software such as Donorbox, which also functions as a simple fundraising platform.

If donors make a donation via your Donorbox-powered online contribution form, they’ll receive an email that automatically thanks them and an acknowledgement of their donation. Furthermore, Donorbox makes the end-of-the-year receipt process simple so that your staff don’t have to rush to ensure every one of your donors receives the correct receipt.

Simply include your data in this template. Then, customize your message to fit your company’s message. You can create PDFs and emails at same simultaneously. For instance, you can check the template editor.

Donor Tracking & Integration

  1. Improve donor engagement

Okay, you’ve utilized the software for managing your donors to sort your donor lists and then send out some specific communications. Great! The next step? Make sure to record these communications using your software to ensure you know who was previously contact.

Selecting a donor management program that allows you to document donor communications is essential to track your donor communications. With Donorbox, the ability to add messages to the profile of each donor is simple. Go to the profile page, click “Communications,” and enter the details.

This tool is particularly useful to document interactions with cultivators to ensure that you and your team are perceived as great communicators.

Notifications about outreach

Sometimes, determining the ideal timing to contact donors can be difficult. To keep in touch with your donors, you should find software that allows you to create automated tasks and schedule reminders to keep the relationships with your donors. It can be as simple as reminders to contact the top donor on their birthday or even reminding you to make the grant material for an upcoming deadline to submit proposals. It is why it is important to select a program that sends you alerts of crucial donors ” moments,” such as:

  • The anniversary of the first year of their first contribution.

Send an email to mark this important milestone (and request that they mark the occasion by making a second gift! ).

  • If a donor decides to cancel their recurring gift.

This is a chance to get feedback from your donors. Don’t be a pushy person–you don’t know what you can help your friend’s situation financially could have changed, but if they’ve cancelled for any reason other than financial, It’s good to know in order to modify your approach. It also lets them know that you value them and that you are sorry to be sad to

  • It was their first gift.

This is thrilling! If you’re using a program such as Donorbox, the thank-you emails will already be sent out automatically. However, receiving this email gives you the chance to contact your donor personally to acknowledge your supporter and demonstrate to your donor how you appreciate their involvement in your cause and mission.

  • If a donor raises the amount, they donate recurringly.

Giving recurring donations is an excellent method to increase your donations overall, but it is important to acknowledge any growth with a few donors. Thanks. When you receive this notice, Make sure you get in touch with your donor to let them know the magnitude of this increase. Make sure to provide them with tangible, tangible items that can be utilized with their money to support them every day. For instance, If they donate $50 per month, tell them how they will receive the month-long supply of food for two dogs living in your shelter.

With Donorbox, You’ll receive notifications for these events. These are items that are nearly impossible to keep track of using spreadsheets or using other methods. A donor management program that provides these alerts can ease some of the labour-intensive tasks for your employees (can do you think of adding donations anniversary dates on the Outlook calendar? Yikes!) And ensures that when you have to deal with the people, you support, that you do not fail to make a sound. Let’s look at how it’s done and how it works.

Alongside advising you of crucial occasions to contact your donors, consider using a donor management program that makes sending emails easy. This means you must be able to utilize your software for managing donors to create lists and create personalized emails that let your donors are aware that the content they’re receiving is specifically for them. It is also possible to create segments that allow you to send specific types of emails to certain types of donors.

Donor management software such as Donorbox works seamlessly with email marketing tools such as Salesforce and Mailchimp. It means that it can improve the engagement of your donors even more. Your donors will get automated, customized thank-you letters without having to lift one finger. The more personal you send out your messages and the more effort it can accomplish in establishing strong relationships with donors and helping new donors become donors.

  1. Integrations with workflows that are already in place

The most crucial things to look for? Integration with tools that you or your employees already depend on.

A few important integrations to think about are:

  • Marketing via email.If your team employs platforms like Mailchimp, Salesforce, or Constant Contact, it is recommended to look to find donor-management software compatible with the platform you’re using.
  • Processing of payments.Whatever donor management software you choose to use should allow you to utilize the payment processor of your choice for collecting donations, such as PayPal as well as Stripe; in addition, your program will accept mobile payment systems such as Google Pay or Apple Pay to provide your donors with options that aren’t similar to it.
    Content management systems. Pick a system that’s a one-stop-shop, or it will help you turn the tools you have, such as the ones you have on your WordPress, Squarespace, or Wix websites, into effective fundraising platforms. With Donorbox, it is easy to integrate your personal online donation pages to get the most out of your web presence.
  • Accountancy software.You should look for a donor management program that integrates with your accounting program, such as Quickbooks, to make the accounting process for your company an easy task.

The purpose of selecting programs is to make life simpler. Therefore, don’t overcomplicate your life by selecting software that doesn’t be compatible with the workflows that you already have in place!

5 Best Donor Management Software for Nonprofits in 2021

If you’ve figured out what you’re looking for, you’re ready to determine what to search for. In this article, we’ll discuss the top five software options for managing donors for nonprofits in 2021 so that you can choose which fits your needs.

  1. Donorbox


Trusted by more than 35,000 nonprofit organizations, Donorbox is your one-stop shop for fundraising and donor management.

Keep your donor data through a user-friendly database that can be accessed via the Donorbox dashboard. With this tool, you can create new donors, join donor records, separate donor information, track donor communications, and many more. Don’t lose track of any information about donors since it’s as simple to keep track of that information just as you are to look for it.

Furthermore, it comes with strong fundraising tools like crowdfunding, text-to-give and online donation forms that can be created and managed. Donations made with these tools are integrated easily with your database for donor management. Using one tool for both aspects of fundraising–collecting donations and managing donor data–means less work for you and the easier organization overall.

Key features of donor management:

Create unique donor profiles

Follow communications from donors

Get donor moment alerts

Make use of advanced filters to separate your donor information

Send customized emails

Consolidate offline donor records existing donor records

Integration with marketing emails and content management systems payment processors, accounting software

Automate thank-you email messages and receipts for donations, such as tax receipts at the end of the year.

Prices: Donorbox charges a 1.5 per cent fee, so you pay only once your organization begins receiving donations from Donorbox. The only time you pay is once Donorbox is already in operation and producing significant donations for your company. Furthermore, it’s cost-free to start with no costs for setting up or signing contracts.

This means that if you receive 500 dollars in donations, your Donorbox charge is just $7.50. You also have the option for donors to cover costs on your online donation form, which will save your organization even more.

  1. Bloomerang

Established in 2012, Bloomerang provides donor management tools to assist organizations in staying in the loop with regard to donor information. They also offer additional functionality such as membership management and volunteer tracking.

Key features for managing donors:

Donor moment timeline in donor records

Email design & distribution

Trends in report

Donor segmentation

Donor surveys

Price: Bloomerang charges a monthly cost based on the number of records of donors you have on your system. Their pricing is generally starting at $99 per month for records ranging from 0-1,000. However, they also offer small-sized shop pricing that comes with only a few options.

  1. Kindful

Kindful is an app from Bloomerang with a slightly efficient approach to managing donors. The app lets organizations store donor information in a database that is easily accessible. They offer tools and the Data Services team to help upload any data that you’ve accumulated within another database.

Key features for managing donors:

Donor records

Donor segmentation

Financial insight

Task management

Merge donor records

Price: Kindful charges a monthly fee (billed annually) depending on the number of donor records that you are able to store on your system. The price begins at $100 per month for 1,000 donors; however, it increases to $200 per month for 5 000 contacts.

  1. DonorPerfect

DonorPerfect offers a wide range of tools that facilitate donor management with a focus on teams working in development that are located outside of the country and require an additional level of support via online tools such as virtual onboarding as well as a webinar series. Additionally, they have tools for fundraising, like the management of events.

Key features for managing donors:

Constant Contact email marketing integration

Donors targeted

Alerts and task assignments

Research and reports

Price: DonorPerfect charges a monthly fee based upon the number of donor records that you are able to store in your database. It starts at $99 per month to 1,000 records of constituents. The fee can also be increased to $179 per month for 2,500 records.

  1. Virtuous

Based situated in Phoenix, AZ, Virtuous is a company based in Phoenix, Arizona. They offer a number of solid donor options to keep your donor records in different fields and channels. Virtuous also has some options to manage volunteers or event planning, based on the requirements of your company.

Key features for managing donors:

Donor segmentation

Track campaign performance

Personalized communications

Automated thank-you messages

Online donor portal

Price: Virtuous charges two monthly costs, which include one fee for “Responsive CRM” and one for “Automation & Email.” With 1,000 contacts, the two fees are combined at three hundred dollars per month. If you want to add an online donation, the cost is an additional $100 per month. It is also possible to add things like more users and more emails to pay for monthly costs.

Which Donor Management Software is Right for Your Nonprofit?

If your company is prepared to move on then, it’s time to purchase donation management tools.

For help in making your decision take a seat with the most important individuals on your team for administration, development marketing, and administration. It is important to work with them to determine the following:

Create an outline of the attributes they think will be the most beneficial for their particular department. Compare those lists to build your ultimate list of the features you need.

Think about the budget you have set. Will your organization have to contend with high monthly fees? Would it be more sensible to base your fee on the actual contributions that you receive to help fund your cause?

Establish a growth plan. You should have clear objectives for your fundraising efforts, including how numerous new supporters you’d prefer to get and how any increase in your fundraising will affect the workflow of your team.

Request your staff to suggest important integrations that they require. Does your account manager enjoy Quickbooks? Are your marketing team members addicted to Mailchimp? Discover which integrations are worthy of first.

After you have received input from your key stakeholders After, you can look over the features listed above. From them, select the software for managing donors best suited to your requirements today as well as in the future.

For more information regarding donor management, visit the other posts on our blog about nonprofits.


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