Salesforce is a wonderful platform that hundreds of nonprofits are using to create a great impact on their communities.
Salesforce is more than just a database. It integrates with many products and applications that can ensure that they will bring more value to their constituents.
This article will review some of the best practices for donation management on salesforce.
Non-Profit Starter Pack
Non-profits will be using Salesforce’s Nonprofit Starter Pack. It is vital for nonprofits to track their revenue. This is essential whether it is from ticket sales, gifts, or grants.
The Nonprofit Starter Pack helps keep track of it all. Using the Nonprofit Starter Pack is one of the best practices for donation management.
Salesforce implements a database known as Opportunity. Prior to expanding into the nonprofit space, Salesforce created Opportunity to handle sales deals. The opportunity now serves to manage
revenue from gifts and grants as well as sales.
An opportunity has a recurring donations package. This can be used to track gifts that are paid with multiple payments.
Another feature of the NonProfit Starter Pack has a simple object and wizard for creating a schedule of Opportunities which are spaced out at intervals that you select.
Salesforce Best Practices: Accounts
In Salesforce, it is ideal to create an account for all organizations and individuals that donate to your nonprofit. Households should be combined. Ideally, they should only receive one piece of
postal mail from your nonprofit.
Accounts should be created to differentiate payments. It is best practice to allow the Nonprofit Starter Pack to automatically create an account for each individual.
If they are in the same household, they should be grouped together. Do not use the “bucket” function as it makes it difficult to track and report.
Salesforce Best Practices: Contacts
Contacts are created to document the essential information about individuals. The email address, phone number, and physical address would be stored in the contracts.
You would also use contracts to track gender, race, marital status, and other important data regarding the contact.
The Organization contacts will help you to identify which contacts are associated with an organization. However, if a person leaves the organization, you would not have that information for that person, but you would still have a contact for the organization.
Individual and Household contacts allow you to maintain your contacts with private citizens.
Salesforce Best Practices: Opportunities
In Salesforce, when you track revenue, it is documented in Opportunities. An opportunity record is created for a financial transaction. Each account can have multiple opportunities. Opportunities will be tracked by stage. This allows for lifecycle tracking for financial activities.
Each pledge has a lifecycle. You create one opportunity for each pledge. You will change its status to reflect the donor’s status from pledged to received.
You can create reports for opportunities that have not been received. This will allow for easier tracking and follow up. For each opportunity, you can create workflow tasks. This enables you to send reminder emails for payments.
For all opportunities that are created, the account is the official parent record. You will tie individuals to opportunities using the contact roles related list. Set up any type of contact role that suits your nonprofit – donor, influencer, decision maker, etc.
Salesforce Best Practices: Campaigns
Campaigns are used to track the return that you have from your outreach efforts. Campaigns are what prompts people to donate money.
Campaigns allow you to track which efforts produced results. They allow you to see how much revenue was generated and who responded.
Campaigns should be structured hierarchically. The prompts that you use during a campaign may include email blasts, phone calls, and postcards.
You should track donations that come into your campaigns through email, phone calls, and postcards separately. This makes reporting easier.
Salesforce Best Practices: Integrating Your Email Marketing
Salesforce allows you to integrate your email marketing efforts. This assists you with the delivery of messages to donors and constituents. If you integrate your CRM with an email marketing application, it will create a record of these communications.
This can be saved in the contact record. Everyone within your nonprofit will be able to see who received the emails and when. This will enable you to engage with your community.
By integrating your email marketing, you can decrease the incidence of duplicate emails or initiatives that are sent to the wrong lead.
Salesforce Best Practice: Accounting System
To ensure that your data entry is effective and efficient, you should connect your accounting system, or ERP, with Salesforce.
This will enable more transparency, reduce double data entry, and improve reporting. Through centralized information, it will become easier to determine what money is coming in and where it is allocated and used.
Salesforce Best Practices: Reporting
Salesforce can provide you with many reports. However, occasionally, you may need reports and information that isn’t used in a standard report. The best practice is to integrate a reporting app with your Salesforce platform.
It will quickly pull reports from custom fields and include data from your integrations. An example of this would be if your nonprofit is using Shopify. This can be integrated with Salesforce and Marketo to show you how much was raised by a specific campaign.
Salesforce integrations allow you to connect your data and store files internally. Therefore, you can reduce the amount of time that you spend tracking down the same information.
Salesforce Best Practices: Payment Processors
For nonprofits collecting funds online through a payment processor that you need to enter or import into Salesforce, you should integrate your Salesforce platform with a payment processor.
This will reduce the risk of errors in your reporting. Payments will be easily and efficiently recorded.
Salesforce and their integrations allow nonprofits to focus more thoroughly on their missions and having a greater impact on their communities.
It allows you to focus less on your technology and more on the services that you provide to the community.
Priyanka heads the Client Servicing team at Wehelpforce. She has been helping Nonprofit organisations for the last 12+ years to create and implement strategic solutions based on cloud technology, specializing in Salesforce.com. She specializes in implementing successful fundraising programs, working with NGOs of all sizes and helping them build strategy to track their donors, projects and volunteers information which becomes overwhelming to manage as the Nonprofit grow.