Split donor records
Names and emails varied.
BoldBellowsDonor management for development teams who find the same supporter under three spellings
Nonprofit donor management automation that keeps one record per supporter and one list of next steps
Donor data is some of the most private information a nonprofit holds, and the records usually start in several places: an online giving page, a gala spreadsheet, a volunteer form and a mailing list. BoldBellows records the donor, the source of the gift and any communication choices before a record is created or changed, matches people by a stable identifier, keeps only the details your team needs and hands a doubtful match to a person rather than merging it, then builds the route around your donor database: gifts and signups from each source are matched to an existing record by email, a donor ID or a household key, new people get a record with only the fields you chose to collect, giving totals and last gift date are kept up to date, communication choices travel with the record, and the development director receives a short list of tasks such as thanking a first-time giver, noticing a gift that is larger than usual or checking in with someone whose recurring gift ended. A possible duplicate is shown to a person as a suggestion and never merged on its own.
View Pricing
From $1,965, billed once.
- Donor management
- One record per donor
- Preferences respected
The standards for Nonprofit donor management
- One recordgifts and events together
- Matched safelydoubtful ones reviewed
- Choices keptopt-outs travel with it
- Minimal fieldsonly what staff need
- Owned exceptionsEvery blocked record names the person who resolves it
- Costs shown earlythe entry package is $1,965, with the delivery range beside it
01the three-spellings problem
A donor known by three names is thanked by none of them
Relationships are the heart of fundraising, and relationships need a memory. Maria gives online, her husband buys gala tickets under his name and their daughter volunteers, and the database holds three unrelated records. Staff send a plain appeal to a longtime major donor because nothing in the file said what she had done for the organization. Some supporters asked never to be called and are called anyway. Data kept carelessly can hurt trust. Data kept sparingly, matched carefully and used kindly builds it.
Missing history
Sources never combined.
Preferences lost
They lived in an inbox.
The same supporters, remembered properly and approached with care
Before: every event is a new donor
- Each Church notification creates a new donor
- A longtime supporter receives an appeal for a first-time gift
- A donor who asked not to be called is on the call list
After: one donor, found by its key
- The donor, the household and the source of each gift decides create or update
- Every appeal draws on a combined and accurate history
- Preferences are on the record and checked before each contact
02how it works
How scattered signals become one donor record with a next step
The route judges the change first, then finds the donor by its key and writes only what is missing.
- Read and judge the change. The Church event is verified, its account, resource and time are recorded, and the supporter update is tested against your written rule.
- Match, update, protect. Each signal is matched to a donor, the record is updated and preferences are protected.
- Suggest, task, review. Duplicates are suggested, tasks are created and staff review before any merge.
Limits inside Nonprofit that the route stays within
- Donor records should stay small. A donor record needs a name, a way to reach the person, a giving history and their communication choices, and little else, so unneeded details are left out of every automation.
- Keep the record small. A donor record needs a name, a way to reach the person, a giving history and their choices, so other details stay out of the system.
- Repair path. When a write cannot be confirmed, Donor Hub is searched by the donor, the household and the source of each gift before any second attempt.
03What ships in the build
What sits inside the donor hub: matching, memory and tasks
Essentials decides which changes count and fixes identity. Workflow builds and writes each donor. Control keeps watching Donor Hub after launch.
EssentialsWorkflowControl
Eligibility reader Essentials
Checks each incoming Church supporter update against your written rule and records the verdict.
Stable identity ledger Essentials
Stores the Nonprofit reference, the donor management action and its result, so every later event can be matched to earlier work.
Field map guard Essentials
Only the Church values on the written map are shaped for Donor Hub; everything else stays where it began.
Source intake Workflow
Reads gifts and signups from each tool.
Match rules sheet Workflow
Define email, ID and household keys.
Preference tracker Workflow
Stores opt-outs and contact choices.
Duplicate review list Control
Shows suggested merges with reasons.
Next-step task list Control
Gives staff a short list each week.
Exception board Control
Lists every blocked, ambiguous or refused Donor Hub write with an owner and an age.
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04Who it's for
For arts nonprofits and keep one clean record per donor: gather gifts, event signups and contact choices into a single history and give staff tasks for the next thoughtful step
Donors want to be known and respected, and development staff want to see the whole relationship before they reach out.
Development director
"See the whole relationship."
The history is in one place.
Gift officer
"Prepare for a visit."
I read a brief summary.
Data volunteer
"Clean the list safely."
Merges need my approval.
Executive director
"Trust the donor counts."
Records are not duplicated.
Donor
"Be addressed correctly."
My choices are remembered.
Board treasurer
"Protect donor data."
Few fields are kept.
05Compare
Church to Donor Hub through a donor database, an email list and event spreadsheets that each hold part of the story, a zap or a donor management route with matched records, preference tracking and follow-up tasks
Each can store a list of names. Only one matches carefully, keeps preferences with the record and suggests merges without making them.
| How donors enter | Lists in different tools | An email platform alone | Our donor route |
|---|---|---|---|
| What starts the work | Someone notices a change | Any configured event fires | YesA qualified supporter update passes an explicit admission rule |
| How identity is decided | Staff search names or email | A visible field is assumed unique | YesDonor, household and source of each gift |
| What reaches Donor Hub | Whatever someone copies | A flat field bundle | YesA combined record, kept preferences and a review list |
| After an uncertain result | Two people compare both systems | The task retries or stops | YesLooks up, compares, then repairs or assigns |
An older event arrives after a newer state
The event time is compared with the stored state, so a late Church change is logged and cannot overwrite a newer donor.
Two records share a household email but have different first names
They are shown to a person as a possible household, not merged, because the same address can belong to two donors. The donor, the household and the source of each gift is searched and the candidate is compared with what was intended, then one of four results is recorded. Only an absent donor is ever created.
Connect Church to Donor Hub through the donor, the household and the source of each gift first; every donor and every repair check depends on it.
PricingDonors, gifts and follow-up tasks set the price
A donor hub priced by the sources it joins
Every option for Nonprofit donor management has a price you can see. Essentials is $1,965, and the calculator adds the rest.
One setup fee · Range shown first · PDF handover included
View Pricing
Pricing
Build your Nonprofit to Donor Management price
Pick a package, answer three short questions about how Nonprofit data should reach Donor Management, and your price and turnaround move as you choose.
06The process
Six steps from scattered lists to a donor record you can trust
Six steps, each with a named output, take the route from brief to a monitored launch.
Read your donor sources
We read how records are created in your giving page, event tools and mailing list, and count where the same people appear twice.
Approve access
Narrow permissions, a named account and a written list of matching keys are put in place for Nonprofit before anything else.
Agree matching and fields
Which keys identify a donor, the fields you will keep, how preferences are stored and who approves merges are written out and approved first.
Test the awkward cases
Repeats, late events, missing values and permission loss are run against a test copy of Donor Hub first.
Launch with notes
Go-live begins at an agreed checkpoint, and a PDF then explains each rule and safeguard.
Watch the first weeks
For the first month we review the checkpoint log with you, look at retries and drift, and fix anything the real data reveals.
07Turnaround
The clock, package by package
Days begin to count after you approve access to Nonprofit.
Essentials
6 to 10 business days
Workflow
10 to 16 business days
Control
16 to 24 business days
08Before we start
Inputs we need from you
Someone with authority over Nonprofit to grant read access
Access to your donor database or spreadsheet, the tools that feed it, and a staff member who reviews duplicate suggestions
Church API access and the events you want the route to use
A written rule for the supporter update that counts
A named person who owns exceptions and mapping decisions
Any existing automations in Church or Donor Hub that touch the same data
09Security and ownership
Only approved fields travel, and neither product is patched
Each Nonprofit object the donor management route reads is listed, and each place it writes is listed too, before any build begins.
Neither product is modified
Church and Donor Hub are reached through their published interfaces; nothing inside either is changed.
Scoped, revocable access
The route asks for read rights where it only needs to read.
Field minimization
Only allowlisted values reach Donor Hub. Notes, payment details and other Church data stay in Church.
Repair begins with a lookup
A retry reads Donor Hub by the donor, the household and the source of each gift first, so a doubtful reply never turns into a second donor.
Minimal logging
Diagnostics record status codes and checkpoints, nothing sensitive.
Full handover
At the end you receive the full documentation and can run the route without us.
10In their words
What BoldBellows clients say
Verified reviews from operations and finance teams who trust BoldBellows to keep their data moving correctly.
AI Customer Journey Automation
We wanted a smoother path from first contact to purchase. BoldBellows built an AI system that guides each customer there automatically.
It sends personalized messages, recommends products and follows up at just the right moment. Customer retention has improved dramatically.
AI CRM Automation
Our CRM was barely used because updating it by hand was tedious. BoldBellows automated data entry, tagging, segmentation and follow-ups.
Now the CRM is always up to date and our campaigns are far more accurate. It improved our whole sales pipeline.
AI Workflow Automation for Agencies
Running a digital agency with many clients was overwhelming. BoldBellows built one automation dashboard that tracks tasks, sends updates and creates client reports automatically.
Clients love the transparency and we love the time we get back. Productivity is up, and project delays have dropped to almost zero.
AI Booking & Scheduling Automation
Our coaching business needed a better way to schedule. BoldBellows automated all of it: bookings, reminders, cancellations and follow-ups.
No-shows fell by 60% and clients enjoy how smooth it is. It feels personal, not robotic. One of the best upgrades we’ve made.
AI Translation & Localisation
When we expanded abroad we needed fast, accurate translations. BoldBellows built an AI translation system that turns our content into several languages instantly.
The translations read naturally and suit each culture. We now serve customers in five new countries without hiring translators. BoldBellows helped us go global.
AI HR & Recruitment Automation
Our HR team was drowning in applications. BoldBellows automated screening, skills-based filtering and interview scheduling.
It saves us hours every week and means we only interview qualified people. Hiring is now faster, better organized and more professional.
AI Accounting & Invoice Automation
BoldBellows automated our whole invoicing process: creating invoices, sending reminders and tracking payments.
Late payments dropped sharply, and our accounting team finally has time for strategy instead of repetitive admin. Worth every penny.
AI Data Entry & Reporting Automation
We used to spend hours collecting data and building weekly reports by hand. BoldBellows automated all of it.
The reports are clean, visual and easy to read, and our managers rely on them for quick decisions. Human error is gone and our numbers are more accurate across the board.
AI E-commerce Listings Automation
BoldBellows automated our product listings. The AI writes descriptions, organizes photos and publishes listings across several marketplaces.
It even answers customer questions instantly. Our store looks more professional and sales have noticeably increased.
AI Chatbot & Customer Support
BoldBellows built an AI support chatbot for our online boutique, and it has changed how we run the business. We used to have two full-time staff answering the same questions all day. Now the AI handles order tracking, product recommendations and even refund requests on its own.
What surprised me most is how natural it sounds. Customers compliment the ‘agent’ without realizing it’s AI. Our support workload dropped by 75% and customer satisfaction went up dramatically.
AI Content & Social Media Automation
Our marketing agency couldn’t keep up with content. BoldBellows set up an AI content engine that writes blog posts and captions and even designs our social media creatives.
It spots trends and suggests topics for us, so we stay ahead of competitors. We now produce three times the content with the same team, and engagement has soared. They didn’t just automate our workflow, they lifted our whole brand.
AI Lead Qualification & Sales Automation
Our sales team wasted hours chasing cold leads. BoldBellows built an AI lead-scoring system that reads behavior, email engagement and buying signals.
It filters out weak leads and sends personalized follow-ups automatically, so our team only talks to people who are ready to buy. Conversions rose 40% in the first month. It paid for itself straight away.
AI Video & Voice Automation
We publish product videos every week, and BoldBellows introduced us to AI video automation. The system writes the script, voices it and produces the finished video in minutes.
The quality is remarkable: professional voiceovers, clean visuals and smooth editing. Production time went from three days to under 30 minutes, and we scaled our video marketing without adding cost.
AI Email & Smart Inbox Management
Our inbox used to be chaos. BoldBellows built an AI email system that sorts messages, drafts replies and flags anything urgent.
It learns how we write and gets better every week. We reply faster and no longer miss important messages. It feels like having a personal assistant working around the clock.
AI Document & Contract Automation
Onboarding was slow because we wrote every contract by hand. BoldBellows automated the lot: contracts, welcome emails and client setup.
What took 48 hours now takes under 10 minutes, and clients regularly tell us how professional it feels.
AI Social Comment & DM Automation
We get thousands of comments and messages every week. BoldBellows built an AI system that replies instantly, filters spam and surfaces the important ones.
Engagement is up and our page looks active around the clock. It’s like having a full social media team that never stops.
AI Voice Assistant
BoldBellows built a custom AI voice assistant for our customer hotline. It answers questions, books appointments and handles simple requests.
Customers love how fast it is, and our call-centre workload dropped dramatically. One of the smartest upgrades we’ve made.
AI Automation Partner
BoldBellows is hands-down the best AI automation partner we’ve worked with. Their systems are fast, reliable and built around how our business actually works.
Every automation they’ve delivered, from customer service to content, runs flawlessly. We’ve saved time, cut costs and grown faster than we expected.
11FAQ
Donor records: questions from development teams
If you are weighing this up, these are the points that usually matter.
Is it worth building Nonprofit donor management when a zap exists?
If you only need one record per supporter with a history staff can use and choices they must respect, a zap will do it. It will not merge duplicates safely, remember preferences or prompt the next personal step. Closing those gaps is what this build is for.
Will it merge records on its own?
No, possible duplicates are shown to a person with the reasons.
Which fields does it keep?
Only the ones you list, which usually means name, contact, giving history and preferences.
How are opt-outs handled?
They are stored on the donor record and checked before each message or task.
Can it work with our current database?
Yes, it works with the donor database or spreadsheet you already use.
Does it score donors?
It can show totals and recency, and it does not rank people by guesses about wealth.
What tasks does it create?
Short ones such as a thank-you for a first gift or a check-in after a recurring gift ends.
Do we get to approve what donor management reads in Nonprofit?
We map it for you at no extra charge: Nonprofit fields, destinations and exclusions for donor management are written down and approved.
Can we set the conditions under which donor management runs?
Yes. The Nonprofit donor management route can follow rules you define, and the lowest package is $1,965.
What if the Nonprofit platform behaves differently next year?
Each external dependency is recorded. If one changes, the route refuses to guess and flags the record. Repair after the review period is a new, priced task.
Next stepKnow your supporters without collecting more than you need
Give your team one record per donor and one list of kind next steps
A short description of donor management in Nonprofit is enough to receive a written price from $1,965.
- From $1,965, paid once
- One record
- Preferences kept
- No monthly fee from us
Tell us about the complications and we will fold them into a custom quote.