Keeping Fundraiser Records
Fundraisers have a proven capability to bring considerable external support to church projects.
My church does multiple fundraisers each year.
We have a large youth
ministry and pastors who are also missionaries, so fundraisers are a
It takes a very special person or persons to be in charge of
a fundraiser. They have to wear many hats and have the patience of a
So my first suggestion is to get as many volunteers as
possible involved with organizing fundraisers. Even if you are a small
organization...try not to leave all the leadership, organizing, and hard
work to just 1 or 2 volunteers.
So with that in mind, my second
and most important suggestion is to keep accurate and organized
fundraiser records. Keep them in binders (label records by year or type
of fundraiser) so the next person can tell at a glance what worked well
and what didn’t.
Basically every piece of information relating to
the fundraiser should be kept, but the following are some of the most
- Record money spent for products purchases and supplies.
Include the date, what was purchased, the amount, place of purchase or
order, and how it was paid for, including check numbers. Also include
the name of the person who handled the purchase so that future
fundraisers can contact them with questions if needed.
- Record products that are distributed to fundraising volunteers and money collected and turned in. Record the name and contact information of the volunteer, how much and
what type of product they took, and the date taken. Include a space to
record when or if the product was returned, the amount of money
outstanding for the product, and the amount of money returned in
exchange for product; including payment information (check numbers,
Keep in mind when you are setting up your fundraiser records that they
are being set up as reference to help future volunteers build successful
fundraising campaigns. Be sure to include as much useful information as
- Lists of all of the people and organization who have
donated to your fundraiser in the past, if possible with the amounts of
the donation and contact information.
record of volunteer positions, time requirements, request letters, and
product and service suppliers. Maintaining these types of fundraising
records will help future campaign organizers to plan realistically and
cuts down the amount of repetitive leg-work from year to year.
planning is one of the most common reasons that fundraising campaigns
fail. However, with accurate fundraising records to look back on, new
organizers can study what types and methods of fundraising worked well
for an area or organization.
Accurate fundraising records are also
a must to handle disputes over finances and products.. In conclusion,
well organized, accurate fundraising records are an absolute necessity
for successful fundraising campaigns.
This spreadsheet package is designed for churches and nonprofits.
- Contribution Tracker;
- Automatic Accounting (tracks income and expenses for up to 5 funds);
- Bank Reconciliation (reconciles accounting workbook to your bank statements);
- Collection Count sheet;
- Mileage log;
- Travel reimbursement
- Customizable Word doc with a Cash, Noncash, and a Quid Pro Quo Contribution Receipts.
Click Here for Details!
If you want to DIY your payroll, I highly recommend you look at using Gusto! It is very user friendly and their support is awesome! Plus they know how to set up and maintain payrolls for churches and nonprofit organizations.
Note: I am a "partner" of Gusto, but as I have told you before ... I never recommend anything that we or our clients have not tried and love =)