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Donation invoice template for Administration

hey everyone Ryan here with spreadsheet nut.com and uh today I'm really excited because I finally finished um my donation manager spreadsheet uh I've been working on this for quite a while now and this is for uh people that take in donations like nonprofits churches uh basically anybody who takes in donations you can now manage your donors uh the amount that they've given print out receipts for them um uh add campaigns um let's say you've got multiple donation campaigns going on at the same time uh you can manage those as well uh you can do reports at the end of the year uh fantastic little spreadsheet uh very powerful as well so let's go through this really quick um I've got four different sheets here the donations receipt donors and campaign sheet uh you can switch between the sheets by just doing the normal uh cell tab down here on the bottom or I've created a nice navigation here on the Le hand side where you can just click on this and uh you always know what tab you're on uh by the different color here and uh so let's go ahead and start putting in some information here um very easy uh to do this um we're going to start out on the donor's page uh because the first thing that happens is a donor comes up and and gives money to uh whatever uh and uh so we're going to take their name down and uh so that way at the end of the year you can shoot them an email uh give them a call say thank you um send them a letter to their address uh just saying thank you and usually at the end of the year you um need to send out a receipt or some kind of a verification that this person had donated to you and how much they have donated and what they donated to so we're just going to put in a couple names here started out with Jim Johnson I don't need I'm not going to fill in the street phone and email because um it's not really necessary right now uh but I'm going to put in Sally J um Sarah C and uh Bailey and so we've got a few names some people have donated uh you've got a couple of campaigns that we're going to go to the campaign uh tab here and uh we're going to give to a general Children's Fund uh shoes for the homeless and food for cats something like that and these are all things that you're very passionate about you know and um you can give a description of you know the campaign and once uh people start donating to these campaigns on the right hand side here you're going to get a quick glimpse of how much uh total donations have gone to each campaign so we've got some campaigns started um we've got some donors already donating and um let's start with a donation here on the donations page uh we'll have a date uh the donor whoever donated the campaign that they donated to and the amount that they've donated and you can do this manually by going here and typing in the date I've also got a nice drop- down box here that you can choose any of those names that you just inputed on the donor's uh sheet uh again on the campaign sheet whatever you put in there you get a nice drop down and and uh you can go ahead and click on those there but I've made this really easy from every single page every single sheet on the spreadsheet I've got this new donation button up here on the top left and to make it easy you just click on that and a nice dialogue box opens up and from here I can start putting putting in donations so on 64 2016 Jim donated to the Children's Fund as you can see when I just started typing their names out it started Auto uh filling in the answer or the name or the designation for me or I've got a nice drop- down bar here that I can go and choose the name or the designation from here uh but it's nice you can just start typing in something and it'll automatically fill it in for you uh Jim donated $25 and from here now that I'm down at the bottom in the amount uh text box I can hit the tab key on my keyboard which will then drop me down to the add donation and if I hit the space bar uh I'm going to close this dialogue box now it had automatically filled in all the information on the donation sheet so let's say I'm under the donor's page and let's say Bailey Just donated some money so I've inserted Bailey's name under my donations uh sheet here and I'm going to click on the new donation and on 65 2016 Bailey donated to shoes for the homeless $200 very generous Bailey and I'm going to hit tab space and what it did is it automatically brought us back to the donations sheet and filled in all the information now we can just do quick donations here let's say we've got a list already and we want now want to input it into our spreadsheet uh so on 65 2016 uh tab drops me down to donor s uh Sally or we can just keep typing in Sarah donated to the Children's Fund tab again to the amount uh she donated 20 or uh $100 tab space and it automatically brought the cursor back to the date uh so I can just keep typing so on 75 2016 Jim again donated to shoes for the homeless he donated $100 tab space and it inserted Jim's name again again let's do one more from uh Jim cuz Jim's very generous and uh this time I'm going to use a drop down and uh Jim donated to food for cats and the amount was $25 tab space I'm going to go ahead and close this dialogue box and as you can see on the top right hand side we've got a total donation amount and we've got each individual donation here and if I go to the campaigns tab or page or sheet whatever you want to call it uh you can start seeing some things getting filled in right here on the right hand side uh Children's Fund has 125 total donations shoes for the homeless is 300 food for cat at 25 so forth and uh so that stuff just starts automatically getting filled in now what if we want to print out an individual receipt each time somebody donates well we can go to the receipt tab here and instead of typing in a name I've already got all the names here here you could type in a name if you wanted to but we're going to give Bailey a receipt uh for I believe let's just go with 75 2016 and under the campaign that's when Bailey donated to uh Children's Fund I'm not sure if this is correct but um and donated $25 and now that we've got this donation receipt I can go up and let me open up my file here go to print and as you can see under the uh print preview uh the only thing that's being printed is that receipt it's got donation receipt written on top it's got the name of who donated the date the campaign that they donated to and the total amount so it makes it really easy let me go back and let's say at the end of the year we needed a report and we need to we needed to know how much Jim Johnson has donated and uh which campaigns he donated to the dates that he donated and the amounts and the total amount that he donated so I'm going to go and click on this down arrow here I'm going to unselect everybody and just click on Jim and hit okay and what that's done is not only does it just show Jim Johnson here and all the dates and the campaigns and the amounts that he donated but on the top right side it automatically calculated the total amount that Jim has donated that was originally a lot higher number but Jim has donated $150 total let's go ahead and clear that out and uh see now the total goes back to $450 let's say we want to find out just in June who donated in June I can click on the down arrow next to date and you can see that it separates it by year by month and even by day so we could find out who donated just on June 5th but we're going to find out who donated in the entire month of June so I'm going to unselect July uh June in 2016 that is hit okay and it automatically shows us uh who's donated in June what campaigns they donated to how much they donated and again on the top right the total donations let me go and clear that out very simple to use use um very powerful spreadsheet uh keep track of all your donations offer receipts uh filter through the donors the campaigns give reports you can print those reports out at the end of the year when you filter through them uh add new donors make sure you keep track of their information because you're going to want to give them a phone call an email or send them a letter or something thanking them at the end of the year for the donations and also to give them a receipt at the end of the year so they can write it off uh and what whatnot uh fill out the campaigns find out how much total donations have gone to the campaigns and again uh talking about writing off remember uh if you buy this spreadsheet you can write that off for your business as well uh this spreadsheet is selling for $39.99 on spreadsheet nut.com there's a link for the spreadsheet Down Below in the in the description um if you like it uh give me a thumbs up purchase the spreadsheet it's only a one-time fee you don't have to pay monthly fees I've seen other donation management software out there that I mean it's just ridiculous prices $200 a month I mean that's why I started doing this to begin with is is the prices for the monthly spreadsheet or for the monthly donation management was just ridiculous and I know a lot of people that um have nonprofits and stuff that I wanted to help uh give this to so really excited go to spreadsheet nut.com and uh talk to you next time