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SayProApp Courses Partner Invest Corporate Charity Divisions
SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
Practical and organized plan to work with the finance team to issue tax receipts and ensure timely donor acknowledgment for SayPro.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
Donor Acknowledgment & Tax Receipt Workflow
Objectives
- Issue accurate tax receipts in compliance with regulations.
- Send prompt thank-you messages to every donor.
- Maintain transparent, audit-ready donation records.
1. Tax Receipt Issuance
Lead Department: Finance
Support: Donor Relations / Development
Tasks & Responsibilities
| Task | Owner | Deadline / Frequency |
|---|---|---|
| Verify all donations recorded in CRM | Finance | Daily |
| Generate tax receipt PDFs (auto or manual) | Finance | Within 3 days of donation |
| Include donor name, amount, donation date, and tax ID | Finance | Ongoing |
| Upload copies to donor profile in CRM | Finance / Data Admin | Weekly |
| Ensure compliance with SARS / local tax authority standards | Finance Lead | Ongoing |
Optional Tools: Use donor management software (e.g., Salesforce, Donorbox, Keela) with built-in tax receipt features.
2. Donor Acknowledgment Process
Lead Department: Donor Relations
Support: Communications
Tasks & Responsibilities
| Task | Owner | Deadline / Frequency |
|---|---|---|
| Send automatic thank-you email upon donation | CRM system / Dev Team | Immediate |
| Follow up with personalized thank-you letter for donations above R1,000 | Donor Relations | Within 5 days |
| Include impact statement or small story of how their gift helps | Communications | Monthly review |
| Track acknowledgment completion for each donor | Donor Coordinator | Weekly check-ins |
3. Year-End Summary (Optional but Recommended)
| Task | Owner | Due |
|---|---|---|
| Compile annual giving summary per donor | Finance | By Jan 15 |
| Email/print annual summaries with thank-you note | Donor Relations | By Jan 20 |
| Provide contact for any corrections or duplicate receipt requests | Finance | Ongoing |
Checklist for Smooth Collaboration
- Shared access to CRM for both finance and donor teams
- Weekly sync between Finance and Development (15 minutes)
- Templates approved for tax receipts and acknowledgment letters
- Backup and audit logs maintained for all issued receipts
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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