Recording a Donor or a Donation in Springly

On Springly, you can receive online donations from your donors, or manually enter donations and donors from the administrator area.

This article walks you through the process and covers the following topics:

• Identifying a contact in your Community as a Donor
• Managing donations end-to-end through a Donation Campaign: why does it matter?
• Adding a Donor through a Donation Campaign
• Recording the payment
• Issuing Tax Receipts

Identifying a Contact in Your Community as a Donor

To do this, go to Community > Contacts. Check the relevant member(s), then:

• Click + More options;
• Select "Add as a donor";
• Enter the donation date;
• Click Save.

Your donors are easy to spot in your Community — they have a small green heart on their row.

When you need to reach out to your donors — to thank them, invite them to give again, or share updates — here's how:

• Filter by "Donors";
• Select (check) the rows you want;
• Click the Contact button.

A small window will open where you can create an email campaign or send a quick message to your donors.

This action does not create donation details (beyond the date) and does not generate any accounting entries. Once the donor status has been assigned to a contact, it cannot be removed.

Managing Donations End-to-End Through a Donation Campaign: Why Does It Matter?

When donors are recorded through your Donation Campaign, several actions are triggered automatically:

• the donation and payment are recorded in your books;
• Tax receipts are generated and sent, if you have enabled that setting — see our detailed article for more information (Setting up tax receipts, invoices, and payment receipts);
• the donor is added to your Community (Contacts) with their full profile information, making it easy to reach them again;
• each donation's details are added to the donor's profile, under the "Donations" tab.

Adding a Donor Through a Donation Campaign

Go to Campaigns > Donations, then click "Manage donors" on the campaign of your choice to open the donor list.

If you haven't created a Donation Campaign yet, start by creating one. Read here how to create a Donation Campaign.

Then click the "+ Add a donor" button.

If the donor already has a profile in the Community, select the person linked to the donation, then choose the donation.

If this is a new donor, enter their first name, last name, and donation amount. A profile will be automatically created in the Community.

Then click the "Continue" button:

On the second page, enter the donor's mailing address. This is required if you issue a tax receipt (read this article to learn more).

You can also issue the tax receipt in a company's name. To do so, check the "Donation as a company" box.

Once you've filled in the information, click "Continue".

Select the payment method and click "Save". If payment has not yet been received, check the "Pay later" box:

The donation is now saved to the member's profile and recorded in your books. You'll be taken back to the donor list automatically, where you can add another donor.

Tax receipts are automatically generated and sent to the donor if you have enabled that option. Learn more in our articles: Setting up tax receipts, invoices, and payment receipts and Sending tax receipts, invoices, and payment receipts.

Recording the Payment

The "Payment status" filter (no payment, partial payment, payment received) lets you sort the donor list. You can then follow up with anyone who hasn't paid yet — just select them and click Send a message.

If you selected "Pay later", you'll need to record the payment from the donor list when it comes in.

Click the eye icon "Details" to open the transaction.

On the transaction page, you can view and edit certain details.

In particular, you can:

• add a payment (if payment hasn't been made or fully completed yet): click + New, then in the window that opens, enter the date, amount, payment method, the account (bank account or petty cash) where you received the donation, and any other relevant information, then click Save;
• view or edit accounting entries (accrual or payment): click "View accounting entry", then in the window that opens, click Edit. Save before closing the window.

After saving or updating the payment, the transaction's payment status changes to "Partial payment" or "Payment received".

The accounting entries are also posted, and the accounting records are updated to reflect the donation and its payment.

Other editable fields in the transaction include: the donor's first and last name (yellow Edit button), the buyer's identity and email — which may differ from the donor's (gray Edit buttons) — and the donation date.

Issuing Tax Receipts

A tax receipt can be generated when the following conditions are met:

• You have enabled tax receipts under Settings > Tax receipts and invoices;
• The tax receipt start date (shown on the same page) is earlier than the donation date.

A tax receipt is only generated once the donation payment has been recorded. For more information, see this article: Setting up tax receipts, invoices, and payment receipts.

Once the payment is recorded as "Received", you can view the tax receipt on the transaction detail page, accessible from the donor list in your campaign.

Key points:

• Tax receipts are automatically sent by email once payment is received;
• If you enabled tax receipts after already recording your donations, you can generate them manually after the fact. See this article for instructions: Generating a tax receipt after the fact;
• Your donors can access their tax receipts from their member account:

Learn more:

• Creating a Donation Campaign
• Adding multiple donors