Build a Donation Request Form That Sorts Every Ask
<p>Build a donation request form that takes asks from schools and charities and checks each one against your giving policy.</p>
Build a donation request form for my restaurant that asks for the event date, the group's EIN and what they want donated.
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What a Business Checks Before It Gives
Every group asks in its own way. Emergent builds the form and the giving log that sort each request before a manager reads it.
Policy questions come before the ask
Ask for the event date, the group's EIN, and its exemption letter before the request itself. The app checks the date against your lead time and files the letter with the request.
Each ask checked against the year's budget
Set one giving budget for the year. Every request shows the amount already committed and what would be left after a yes. The approver sees that balance before deciding.
Requests routed by store and by amount
Send each request to the manager of the store the group picks. Anything above that store's limit goes to a regional manager by email, with the full request and its letter attached.
Cash, gift cards or products, asked apart
Let each group choose cash, a gift card, products, or a sponsorship. Each type asks its own questions, such as logo placement for a team sponsor or retail value for a raffle prize.
A decision email the group can act on
Approve or decline on the request page. The app writes back to the group with the decision, plus pickup details for a gift card or the date the check goes in the mail to them.
The codebase, exported on paid plans
Export the full codebase to your GitHub repository on paid plans when giving requests need to sit next to your other systems. Host it where you like and keep building on top of it.
Four Businesses, Four Kinds of Ask
Gift card asks need 30 days or more, and this one gave 51
School auctions ask Oxbow Tavern for gift cards. The Sedgewick Elementary PTA wants a $50 card for its Mar 14 auction, 51 days out. The tavern turns down any ask under 30 days. This one clears that line, with the PTA's EIN and exemption letter attached. Owner Dario Pellandini gets an email that a request is in.
window.awbMockup = { restaurantGiftCards: "I own Oxbow Tavern and schools ask me for gift cards for their auctions. Build a donation request form that asks for the event date, the gift card amount, the group's EIN, and its exemption letter. Decline any ask for an event less than 30 days away with a polite email. Send me an email with a link when a request comes through.", teamSponsorships: "Brackett Brewing gives $6,000 a year to local team sponsorships. Build a donation request form for teams that asks what they need, the amount, and where our logo would go. Keep a running total of what we have committed this year, show what would be left after each request, and alert our marketing lead in Slack when one comes in.", multiStoreRetail: "Hollis Hardware has 6 stores. Build a donation request form where the group picks the store nearest them. Send each request to that store's manager by email. Any request over $250 goes to our regional manager instead, with the store manager copied. Keep every request and decision in one list I can filter by store.", postEventFollowUp: "My bakery donates to local groups every quarter. Build a follow-up for each approved donation request: 14 days after the event, email the group to ask how much the event raised and to upload one photo. Show me a list of approved donations with who has answered and who has not, and let me resend the email from that list." };
After $750 for jerseys, $900 is left
Brackett Brewing sets aside $6,000 a year for team sponsorships, and $4,350 is already committed. Eastside Under-12 Soccer asks for $750 toward jerseys with the brewery's logo on the sleeve. Marketing lead Wren Hatchett opens it from a Slack alert and sees $900 would be left for the year after a yes.
By store and by amount, a $400 ask reaches Marcus
Hollis Hardware runs 6 stores, and each store manager can approve up to $250. The Fairhaven Little League picks Store 4 on the form and asks for $400 in field supplies. Anything over the $250 limit goes to regional manager Marcus Trell. He gets the email, and the Store 4 manager is copied.
Which three groups have not sent a photo?
Kestrel Bakery approved 9 donations this quarter and wants to know what each one did. The app emails every group 14 days after its event to ask what the event raised and for one photo. Six groups have answered. Owner Beatriz Coulter-Ames sees the 3 still waiting on one list and sends each a second email from it.
How to Create a Donation Request Form
Seven steps to a donation request form that applies your giving policy to every ask, then build it with Emergent.
Decide what you give and how much each year before you write a single question. A restaurant might give gift cards to schools only. A brewery might fund youth teams up to a set yearly amount. The form follows whatever you write here.
Put the event date near the top of the form. A lead-time rule needs that date to work, and a group that is too late hears it before filling in the rest. Pick a number of days you can turn a request around in.
Ask for the group's EIN and a copy of its IRS exemption letter, and make the upload required before the form can be sent. The letter then sits with the request, and whoever approves it reads both on one screen.
Give cash, gift cards, products, and sponsorships their own branch of questions. A raffle prize needs a retail value and a pickup date. A sponsorship needs logo placement and the team's season dates. Keep each branch to a handful of questions.
Enter the year's giving budget and the dollar limit each person can approve alone. Requests above a limit go to the next person up. Write each limit as a number, such as $250 for a store manager, and name the person above it.
Put every rule from the last four steps into one prompt, along with the follow-up you want after each event. Emergent writes the request database and the email and Slack alerts from it. Change any rule later by describing the change in plain English.
Submit one ask for an event 10 days away and one for an event 60 days away. The first should get the decline email and the second should reach the owner. Then submit an ask over your top limit and check who gets it.
Why Build It With Emergent?
A template collects the ask. Emergent builds the rules a business gives by, and keeps every request in a database you own.
|
Jotform | Google Forms | Typeform | |
|---|---|---|---|---|
| How you build | Describe it in plain English | Templates, editor, AI generator | Editor, with Gemini drafting on some Workspace plans | Templates, editor, AI assist |
| Where responses live | A database table you own, plus any integration | Jotform account | Google Sheets | Typeform account |
| Response limits | No response caps | Monthly submission caps by plan; the form stops at the cap | No limit | Monthly response caps by plan; the form closes at the cap |
| Code ownership | Full code export to GitHub on paid plans | None | None | None |
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