Recurring Donations

Overview

The Recurring Donations page displays all donations marked with the "recurring" flag, helping you identify and monitor partners who give on a regular, ongoing basis. This view shows donation patterns, last donation dates, and next expected dates for regular givers.

Accessing Recurring Donations

1. Navigate to Donations in the main menu
2. Click on Recurring Donations
3. View the list of donations marked as recurring

What You'll See

Recurring Donations Table

The table displays:

• S/N: Serial number for current page
• Partner Name: Donor with recurring giving pattern
• Amount: Regular donation amount
• Currency: Currency code
• Purpose: Designation (if specified)
• Recurring: Checkbox showing true/enabled
• Frequency: Giving pattern (weekly, monthly, quarterly, yearly, other)
• Last Donation Date: When they most recently gave
• Next Expected Date: Calculated based on frequency and last donation
• Status: Current status (pledged, received, cleared)
• Contact Info: Phone and email for follow-up

Recurring Frequencies

Weekly

• Donations expected every week
• Very committed donors
• Less common pattern
• Weekly income stream

Monthly

• Most common recurring pattern
• Donations expected each month
• Predictable monthly revenue
• Easiest to budget and forecast

Quarterly

• Donations every 3 months
• Regular but less frequent
• Often tied to specific months
• Good for seasonal budgeting

Yearly

• Annual giving commitment
• Once per year on same date/period
• Often anniversary-based or fiscal year-end
• Requires long-term tracking

Other

• Custom or irregular intervals
• Bi-weekly, bi-monthly patterns
• Special schedules
• Non-standard frequencies

Understanding the Recurring Flag

A donation is in this view when:

• The recurring field is set to true
• System recognizes this as part of ongoing pattern
• May have any status (pledged, received, cleared)
• Frequency indicates expected pattern

Next Expected Date

The system may calculate when the next donation is expected based on:

• Last donation date
• Recurring frequency
• Pattern history

This helps identify:

• On-time recurring donations
• Late recurring donations
• Donors who may have stopped giving

Key Features

Search and Filter

Find specific recurring donations:

• Search: Partner name, purpose
• Filter by Frequency: Monthly, quarterly, yearly, etc.
• Filter by Amount: Min/max range
• Filter by Status: Pledged, received, cleared
• Filter by Last Donation: Date range
• Filter by Purpose: Specific designation

Sort Options

Organize the list:

• Sort by next expected date (to see who's due)
• Sort by last donation date (find inactive patterns)
• Sort by amount (highest to lowest)
• Sort by partner name (alphabetically)
• Sort by frequency

Aggregates

View summary statistics:

• Total Recurring Amount: Sum of recurring donation amounts
• Count: Number of recurring donations tracked
• Monthly Recurring Revenue (MRR): For monthly givers

Common Tasks

Monitoring Expected Donations

Track when recurring donations should arrive:

1. Sort by Next Expected Date
2. Check today's date against expected dates
3. If donation overdue:
   • Contact partner to check on status
   • Verify payment method still valid
   • Ask if they want to continue
4. Update status when donation received

Following Up on Missed Recurring Donations

When expected donation doesn't arrive:

1. Wait reasonable period (7-14 days past expected)
2. Contact partner graciously
3. Common reasons:
   • Credit card expired
   • Bank account changed
   • Forgot to send check
   • Financial difficulty
   • Want to stop giving
4. Help update payment information if needed
5. Update system based on their response

Recording a Recurring Donation

When regular donation arrives:

1. Go to All Donations
2. Create new donation or find existing
3. Enter donation details
4. Check Recurring checkbox
5. Select Frequency (monthly, quarterly, etc.)
6. Set status to "Received" or "Cleared"
7. Save donation
8. Appears in Recurring Donations view

Setting Up a New Recurring Donor

When partner commits to recurring giving:

1. Create donation in All Donations
2. Mark as Recurring
3. Set Frequency
4. If they haven't sent first payment yet:
   • Status: "Pledged"
   • Next expected date calculated
5. If first payment received:
   • Status: "Received" or "Cleared"
   • System tracks for future

Updating Recurring Donation Information

If donor changes their pattern:

1. Find the donation in Recurring Donations
2. Navigate to All Donations
3. Edit the donation:
   • Update amount if changed
   • Change frequency if adjusted
   • Add notes about the change
4. Save updates

Stopping a Recurring Donation

When partner stops recurring giving:

1. Locate the recurring donation
2. Edit in All Donations
3. Options:
   • Uncheck "Recurring" flag (remove from recurring view)
   • Change status to "Cancelled"
   • Add note explaining why stopped
4. Keep record for historical data

Donor Retention for Recurring Givers

High-Value Relationships

Recurring donors are critically important:

• Predictable Revenue: Can budget with confidence
• Lower Acquisition Cost: Already engaged
• Higher Lifetime Value: Give more over time
• Loyal Supporters: Committed to mission

Retention Strategies

Keep recurring donors engaged:

• Thank regularly: Quarterly or annual appreciation
• Share impact: Show what recurring support achieves
• Exclusive updates: Insider information
• Special recognition: Recurring donor program
• Celebrate milestones: Anni versaries (1 year, 3 years, 5 years)

Troubleshooting Recurring Donations

Payment Method Issues

Common problems:

Credit Card Expired

1. Contact donor before expiration if possible
2. Help them update card information
3. Minimize donation interruption

Bank Account Closed

1. Donation returned/failed
2. Contact donor for new account info
3. Update payment details

Insufficient Funds

1. Transaction declined
2. Contact donor sensitively
3. Offer flexible timing

Donor Wants to Pause

If donor needs temporary hold:

1. Record pause in notes
2. Set expected resume date if shared
3. Keep recurring flag but add note
4. Follow up when they're ready to resume
5. Make restart easy

Donor Changes Amount

Partner wants to increase or decrease:

1. Edit donation amount
2. Update notes with change reason
3. Thank them if increasing
4. Be gracious if decreasing
5. Save updated record

Analyzing Recurring Giving

Metrics to Track

Monitor recurring donor health:

• Total Recurring Donors: Count in program
• Monthly Recurring Revenue: Predictable monthly income
• Retention Rate: Percentage who continue giving
• Average Gift: Typical recurring donation size
• Upgrade Rate: Donors who increase amount
• Downgrade Rate: Donors who decrease amount
• Attrition: Donors who stop

Trends to Watch

• Donors whose last donation was long ago
• Patterns changing from monthly to quarterly
• Amounts decreasing
• Increased cancellations
• Payment method failures

Best Practices

Onboarding New Recurring Donors

When someone starts recurring giving:

1. Send welcome email/letter
2. Explain what they'll receive (receipts, updates)
3. Provide contact for questions
4. Thank them warmly
5. Set expectations for communication

Regular Communication

Stay connected:

• Monthly/Quarterly Newsletters: Keep them informed
• Impact Reports: Show what their gifts achieve
• Annual Giving Statements: Tax documentation
• Milestone Recognition: Celebrate anniversaries
• Exclusive Content: Insider updates

Stewardship Program

Consider creating:

• Monthly Partner Program: Special name/brand
• Recognition Tiers: Different levels
• Exclusive Benefits: Special access or updates
• Community Building: Connect recurring donors

Payment Processing

For automated recurring:

• Use reliable payment processor
• Handle expired cards proactively
• Provide easy update mechanisms
• Clear communication on charges
• Prompt receipts

Exporting Data

Download recurring donor data:

1. Apply desired filters
2. Click Export button
3. Choose format (Excel, CSV, PDF)
4. Use for:
   • Monthly review meetings
   • Board reports
   • Budget forecasting
   • Retention analysis
   • Stewardship planning

Reporting

Monthly Recurring Revenue (MRR)

Calculate predictable monthly income:

1. Filter to monthly frequency
2. Sum total amounts
3. This is monthly recurring revenue
4. Use for budget planning

Projected Annual Recurring

Estimate annual income from recurring:

• Monthly donors × 12 months
• Quarterly donors × 4 quarters
• Yearly donors × 1 year
• Add together for projection

Related Pages

• All Donations - Create and edit recurring donations
• Pending Donations - Track pledged recurring gifts
• Donations by Partner - See partner's recurring history
• Unacknowledged Donations - Thank recurring donors

Success Tips

• Track Diligently: Monitor expected vs. actual donations
• Communicate Often: Regular updates to recurring donors
• Be Proactive: Contact before problems escalate
• Show Gratitude: Consistent appreciation
• Make Changes Easy: Simple process to update info
• Honor Commitments: Use funds as promised
• Celebrate Milestones: Recognize loyalty
• Build Community: Connect recurring donors

Need Help?

If you need assistance:

• Contact your development team for recurring donor strategies
• Ask your finance team about payment processing
• Refer to fundraising best practices for retention tips
• Consult your supervisor about donor communication policies