Closing the Loop: Introducing Matching Gift Administration
For corporate fundraising teams, securing a matching gift pledge is a massive win. But for the operations and gift entry officers behind the scenes, that win often signals the start of a tedious, manual administrative process.
When corporate match payouts do arrive, they land as dense CSV reports inside various, disparate corporate social responsibility (CSR) portals.
To help advancement teams reclaim their time and maintain pristine databases, Double the Donation is thrilled to introduce the first iteration (v1) of our new Gift Administration feature.
The Problem: The Broken Lifecycle of a Corporate Gift
Until now, the matching gift lifecycle has had a data gap.
A donor gives on your website, interacts with Double the Donation, and submits a match request to their employer. Weeks or months later, the corporation distributes the funds through their chosen CSR vendor. At that point, the gift entry team has to log into external portals, download payout spreadsheets, and manually cross-reference them with their CRM to match each corporate check to the original donor.
While Double the Donation users have always used their matching gift dashboard to support reconciliation, they still had to sift and filter records to complete it.
When you multiply this across hundreds of matches from multiple different vendors, it leads to:
- Hours of manual data entry and spreadsheet fatigue.
- Data silos, where your front-end outreach tools don’t talk to your back-end financial records.
- Missed stewardship opportunities because your team doesn’t realize a specific donor’s match has officially been fulfilled.
The Solution: Centralized, Upload-and-Match Administration
Double the Donation’s Gift Administration feature bridges this gap by acting as a hub for your cross-platform corporate giving data. Instead of manually auditing line items, gift entry officers can now centralize their reconciliation directly inside Double the Donation.
Here is how the streamlined workflow works:
1. Export from Your CSR Vendors
Whether your corporate partners distribute funds through Benevity, YourCause, CyberGrants, or other major CSR platforms, your team exports standard distribution or payout reports directly from those portals.
2. Upload to Double the Donation
Inside your matching gift dashboard, navigate to the Administration section and upload the report. Our system natively handles data structures from these major platforms, so you don’t need to reformat or clean up spreadsheets ahead of time.
3. Automated Record Mapping
Once uploaded, Double the Donation’s matching engine works behind the scenes. It analyzes the payout details and programmatically maps the reported corporate matches back to the original donor records captured within your database.
While matching gifts automatically pair with donor records, you can also import payroll giving, direct portal donations, and other forms of giving from your CSR reports. From there, you can view, filter, and export records from multiple systems within Double the Donation. This consolidates all your corporate payout data into one centralized home for workplace giving.
And just like that, your matching gift reports are reconciled with your donation records, all within one unified portal!
Supported Portals: Standardizing CSR Reporting
Corporate philanthropy is highly distributed, meaning your donors’ matching requests are processed across a variety of corporate platforms. The release of the Gift Administration module natively aligns with the data structures of widely used CSR vendors, transforming disparate spreadsheets into a unified format.
Benevity Reconciliation
As a large provider of employee engagement software, many of your corporate matches likely flow through Benevity. When your monthly or quarterly disbursement arrives, you can simply export your standard Benevity Donor Report. Double the Donation parses the unique information in this file, ensuring even your donors’ matches map back accurately without altering your existing tracking systems.
YourCause (Blackbaud) Reconciliation
For corporations utilizing YourCause solutions like CSRconnect, payouts are typically distributed to nonprofits via the Blackbaud Giving Fund (BBGF). Instead of manually searching through your YourCause administrator portal to tie a lump-sum ACH disbursement back to individual employee contributions, you can drop your standard YourCause payout summary straight into Double the Donation to automatically isolate and match those individual records.
CyberGrants (Frontdoor by Bonterra) Reconciliation
CyberGrants handles end-to-end corporate foundation and employee matching programs for some of the world’s largest enterprises. Payout distribution reports from CyberGrants can be difficult to reconcile line by line because of complex corporate campaign structures. Our reconciliation tool maps directly to the standard CyberGrants output format, accurately connecting corporate payouts to your original donor records in seconds.
By supporting these standard platform exports, the module successfully translates a fragmented corporate giving landscape into a clean, predictable workflow for your data team.
The Gold Standard: Real-Time Tracking for Auto-Submitted Gifts
While uploading standard payout reports drastically reduces administrative overhead, nonprofits get an even more streamlined experience when donors use our official auto-submission functionality.
For matching gifts processed via auto-submission, the lifecycle closes automatically. Because these platforms integrate natively with Double the Donation, eligible gifts submitted by the donor using this method bypass the standard spreadsheet workflow entirely. Our system automatically marks these auto-submitted entries as Match Complete once the company approves them.
Note: This automated, hands-free tracking applies specifically to gifts processed via Double the Donation’s auto-submission workflow. For other giving types or manual matching programs processed through these vendors, standard reporting workflows may still apply.
Field Day
When donors use the auto-submission feature through Field Day’s employee engagement platform, tracking is seamless. For these gifts, once a match is finalized on their end, the entry is marked complete in your dashboard without cross-referencing.
Givinga
Through Givinga’s native auto-submission capabilities, eligible employee matches flow seamlessly. Your operations team never has to lift a finger to audit these specific auto-submitted donations; the records update to completed statuses behind the scenes in real time.
Millie
Matches initiated via auto-submission on Millie’s workplace giving platform translate directly into automated efficiency. Instead of waiting to manually reconcile these specific donor records at the end of the month, the system loops the data back immediately to validate the completed match.
Selflessly
When employees at Selflessly-powered businesses utilize auto-submission, the manual tracking burden disappears. Once the platform confirms the match, the corresponding entry in your Double the Donation account is automatically updated to complete.
Uncommon Giving
Thanks to our deep integration, auto-submitted gifts flowing through Uncommon Giving’s generosity ecosystem are recognized by our matching engine. These specific transactions update automatically, giving your team immediate visibility into completed impact.
Whether your donors use these instant auto-submission pathways or your team uses our new upload-and-match tools for standard portal reports, the result is the same: a massive reduction in administrative friction.
The Value: Time Saved, Impact Proven
By automating the connection between a corporate payout and the original donor, this module delivers two critical wins for operations and fundraising teams alike:
- Operational Efficiency: Gift entry officers can process a month’s worth of corporate matches in a fraction of the time it used to take, freeing them up to focus on higher-value data management and strategic projects.
- Improved Impact Tracking and Communication: Closing the loop means your donor records are more accurate. When your database accurately reflects that a donor’s $100 donation successfully turned into a $200 total impact via a corporate match, your stewardship team has the precise data they need to send timely, personalized thank-you notes that drive long-term retention.
What Nonprofits Are Saying About Matching Gift Administration
“We already rely on Double the Donation to capture corporate matching funds, but this new Matching Gift Administration tool is going to make our workflow even easier. Being able to seamlessly tag and track everything in one place will save our team countless hours.”
“Double the Donation already helps us drive matching gift revenue, but this update makes tracking those incoming matched dollars even easier. We can rest easy knowing our matches are accounted for without extra administrative overhead.”
“We’ve loved collaborating on early feedback for the new Matching Gift Administration tool. Seeing how simple it will be to tag and track matched funds makes us eager to start using it on day one.”
“Streamlining matching gift reporting is a total game-changer. We can’t wait for Double the Donation’s Matching Gift Administration feature to go live so we can save time and simplify our reporting!”
What’s Next?
This is just one piece of the workplace giving puzzle. With Double the Donation, your team can automate the fundraising process for matching gifts, volunteer grants, payroll giving, corporate sponsorships, and more. Stay tuned for more workplace giving updates.
Ready to streamline your workflows? Talk to a Double the Donation representative today to learn how our corporate giving services empower nonprofits and schools to raise more funding with less effort.
Already using Double the Donation? See how you can use the Gift Administration feature in your organization’s account today.
