Service 02 — Donation & Tithe Record Management
Every contribution recorded, every donor acknowledged
Systematic records for all your organization's contributions — so donors receive accurate statements and your leadership always has a clear picture of giving activity.
Back to HomeWhat This Service Delivers
Contribution records your donors trust and your leadership can rely on
When someone gives to your congregation — whether a weekly envelope, an electronic transfer, or a special designated gift — they're trusting that the record reflects their generosity accurately. This service ensures that trust is well placed, and that when annual giving statements go out, there are no gaps, no discrepancies, and no donor left wondering if their contribution was counted.
Accurate year-end statements
Every donor receives a complete, correct record of their giving.
Pledge reconciliation
Pledges tracked against received amounts throughout the year.
Designated gift tracking
Special appeals and restricted gifts recorded and tracked separately.
Understanding the Challenge
Contribution records look simple — until they aren't
On the surface, tracking donations seems manageable. Someone collects the offering, counts it, deposits it, and writes it down. The reality, over weeks and months and special campaigns, is that inconsistencies accumulate quietly.
Envelope numbers that don't reconcile with bank deposits. Pledge records that live in a spreadsheet no one else can read. Electronic contributions processed through a platform whose exports don't match the formats your bookkeeper uses. A donor who gave generously all year and receives a statement that seems too low — and now needs to be handled carefully and correctly.
Situations that tend to create problems:
Envelope giving recorded in one place, electronic giving in another — never fully reconciled
Pledges made at the annual campaign but never systematically tracked against actual receipts
Special appeal gifts recorded in the general fund without the donor's designated intent preserved
Year-end statements issued late, or with inaccuracies that require corrections after the fact
Our Approach
A systematic record for every contribution, from every source
The Donation & Tithe Record Management service covers the full cycle of contribution activity — from the weekly offering through to the annual giving statement. Every source of income is tracked, every gift is recorded against the right donor, and every pledge is reconciled against what was received.
The records are maintained in a way that supports both your organization's internal reporting and your donors' need for an accurate statement they can use for their own purposes.
What this service tracks and manages:
Weekly offerings — envelope, cash, and undesignated plate collections
Electronic contributions from any platform or payment processor your organization uses
Special appeal and designated gifts recorded against both donor and intended fund
Pledge tracking — amount committed, amounts received, and outstanding balance
Individual donor records maintained with accurate cumulative totals throughout the year
Year-end individual giving statements prepared and issued to each donor
Working Together
What the ongoing relationship looks like
01
Understanding your sources
We begin by mapping all the ways contributions arrive — envelopes, online platforms, bank transfers, special campaigns — and establishing how each will be captured and recorded consistently.
02
Bringing records current
Existing records are reviewed and consolidated. Gaps are identified and addressed. The donor database is organized so every contributor has a complete and accurate file from the date we begin.
03
Monthly recording
Each month's contributions are entered, reconciled against deposits, and matched against pledges. Your leadership receives a summary of giving activity — totals by category and any notable changes from the prior period.
04
Year-end statements
Individual giving statements prepared for every donor in time for their annual tax filing. Accurate, clearly formatted, and reflecting the full year's contributions across all giving types.
How contributions reach us
Organizations typically share contribution data through a regular export from their counting team, their online giving platform, or both. We work with whatever format your organization currently uses and can advise on simpler collection methods if the current process is cumbersome.
Investment
Straightforward monthly pricing
Monthly Service Fee
$250
USD / month
Included every month:
Recording of all weekly offerings and special contributions
Electronic giving reconciliation across all platforms
Designated gift tracking against intended funds
Pledge reconciliation — committed vs. received
Monthly giving summary for leadership review
Individual year-end giving statements for all donors (annual)
Can be used alongside the Church Accounting service
Organizations already using the Church & Religious Organization Accounting service have contribution recording included. This standalone service is well suited to organizations that handle their own general bookkeeping but want their donor records managed separately and rigorously.
Month-to-month arrangement
No long-term commitment required. The service runs monthly, and you can adjust or step back as your organization's needs evolve.
Works with your existing giving platforms
We work with whatever tools your congregation already uses — there's no requirement to switch platforms or change the way your counting team operates.
How It Works
The structure behind accurate contribution records
Donor-level records
Each contributor has an individual record that captures every gift they make during the year — across giving methods and contribution types. The cumulative total is always current, so the year-end statement is an export, not a reconstruction.
Monthly reconciliation
Recorded contributions are reconciled against bank deposits each month. If there's a discrepancy — a missed envelope, a platform transfer that didn't match — it's found and resolved promptly, not at year-end when it's much harder to trace.
Pledge tracking
Annual pledge commitments are held alongside actual receipts, giving leadership visibility into expected versus realized giving throughout the year — not just at campaign time.
What to Expect Over Time
First months — consolidation
The initial period involves consolidating existing records into a consistent format, resolving any prior-year discrepancies, and establishing the data flows that will keep records current going forward.
Ongoing — current and reliable
Once the foundation is in place, the records stay current automatically. Monthly giving summaries give leadership a consistent view, and the year-end statements are ready well ahead of when your donors need them.
Our Commitment
Records handled with care for what they represent
Donor records handled with appropriate discretion
Contribution records involve personal financial information. The people in your congregation who give regularly, and especially those who give generously, have a reasonable expectation that their giving history is kept private and handled respectfully.
We treat donor records with the same care we'd expect applied to our own. Data is handled securely, shared only as needed for the work, and never used for any purpose other than maintaining your organization's contribution records.
No obligation to start — no pressure to continue
An initial conversation about your organization and its current giving records costs nothing and commits you to nothing. If we agree it's a good fit, we start. If it turns out differently than expected, the month-to-month arrangement means you're not locked in.
Standards we hold ourselves to
Monthly records completed and reconciled before the next cycle begins
Year-end statements delivered in time for donor tax use
Discrepancies identified and communicated promptly, not quietly overlooked
Donor data handled securely and with appropriate discretion
Moving Forward
Getting your contribution records in order is a straightforward process
Step 1
Get in touch
Use our contact form or reach us at [email protected]. Let us know roughly how many donors your organization has and what your current contribution tracking looks like.
Step 2
Review your current records
We'll look at what exists, identify any gaps, and discuss how data will flow from your counting team and giving platforms to us each month. No judgment about the state of what you have now.
Step 3
Start recording
Once the setup is complete, monthly recording begins. You'll receive a summary at the end of each month, and your donors will receive accurate statements when the year closes.
If you're mid-year and wondering whether it's worth starting now versus waiting until January — it's nearly always worth starting now. Records caught up mid-year are more manageable than records left entirely until year-end, and your donors will notice the difference when statement time arrives.
Get Started
Your donors' generosity deserves records that reflect it accurately
If your organization's contribution records could be more reliable, more complete, or less stressful to produce at year-end, we'd be glad to talk through what a better system looks like for your specific situation.
Start a ConversationExplore Other Services
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Service 01
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Comprehensive financial management covering donation tracking, fund separation, payroll, and annual reporting for congregations with budgets from $50K to $2M.
$400 USD/month
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A comprehensive annual report covering revenue by source, expense breakdown by ministry, fund balances, and a narrative summary — formatted for board and congregational review.
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