Volunteer sheets, donations, and contacts in one place
Small charities often run on a spreadsheet per site, a donation platform, a Mailchimp list, and Xero, none of which agree. Reporting to a funder means piecing them together by hand. We connect them so volunteer logs, donations, and contacts flow into one set of records. That's what lets a report fill itself in and a thank-you go to the right donor. Anything about the people your charity supports gets extra care.
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Connections that matter for a small charity
Site spreadsheets into one record
Volunteer logs from each site or program gathered into one Google Sheet or Airtable base, totalled the same way.
Donations into the accounts
Stripe or donation platform payments land in Xero or MYOB, matched to the donor.
Donors and members into email
Donors and members flow into Mailchimp, so newsletters and appeals reach the right people.
Event sign-ups
Calendly or form sign-ups for events and training land in the same volunteer records.
Where the records split
A small charity’s records grow wherever they were needed. Each site keeps its own volunteer spreadsheet. Donations come through Stripe or a giving platform. The newsletter list lives in Mailchimp. The money is in Xero or MYOB. When the board asks how many people you helped this year, or a funder wants a quarterly report, someone spends days piecing it together and hoping the sheets were filled in the same way.
How the tools get connected
Connecting your tools (the industry calls it data pipelines) means moving information between the apps you already use, so it lines up without anyone copying it. For a charity, we usually start with volunteer logs. Each site’s sheet keeps working as it does now, and the totals flow into one place, counted the same way. Then we connect donations to the accounts and donors to Mailchimp. Once the records agree, an AI helper can fill in reports and draft thank-yous from them.
A food relief charity’s three sheets
We work with a community food relief charity with two paid staff and about thirty volunteers. Every quarter, the coordinator lost close to a week turning three volunteer spreadsheets into the funder’s report. Now an AI helper reads all three sheets, totals meals served and households helped, and fills in the funder’s template. The first draft takes about a day, and the coordinator checks every number. One volunteer site still logs meals on paper, so those totals are typed in by hand first.
What a connection can’t fix
A connection copies what’s entered, mistakes included. If a site skips a week of logging, the totals will be short. Paper records still need typing. And the people your charity supports deserve extra care, so their details only move when there’s a clear reason and you’ve agreed to it.
If reporting means piecing together spreadsheets, get your AI Starter Plan and tell it where your records live.
Related
Read about our Connecting your tools service, and how we help small teams in not-for-profits.
Small teams we work with
How a solo business coach gathers enquiries from three places into one list each morning
How a six-person cafe gathered its catering orders into one sheet and missed none in two months
How Still Water Day Spa lifted its rebooking rate from 31% to 44% in three months
Common questions
We have a spreadsheet per site. Can you work with that?
What about paper records?
Is client information safe?
What does it cost?
What needs a person?
Get your charity's records in one place
Tell us where your volunteer, donor, and member records live. Get your AI Starter Plan and you'll see which connection to make first.
Get your AI Starter Plan