AI Automations Guide
The Donor Management app can draft your donor outreach and reports for you: welcomes, thank-yous, win-backs, appeals, pledge reminders, call lists, performance analyses, and more. You review and edit everything before it goes anywhere. This guide covers each one, listed A to Z.
How AI Automations Work
Impact-powered stewardship: the restricted-gift impact update, the segment appeal, and the year-end statement now pull the funded program's real results from the Impact and Outcomes app, so drafts cite actual outcomes instead of bracketed placeholders. A Stewardship plan button builds a dated year-round cadence, and an opt-in setting (off by default) can auto-send due updates to donors.
Most of these automations live on the AI Automations page in the left menu of the app (the Thank-You Letters live on the Tax Acknowledgments page). Each one looks at the donor data you have already entered, finds the donors a given task applies to, and drafts a tailored letter or document on request. The sections below, and the sections in the app, are listed alphabetically.
The same safe pattern every time
Nothing is ever sent automatically. Every automation follows the same loop: the app shows you who qualifies, you click to generate a draft, and a window opens where you can edit the text, copy it, download it as Word, and, where it makes sense, send it to the donor by email. You are always the final approver.
Signing in
AI drafting works automatically whenever you are signed in to your All In One Nonprofit account. There is no key to paste; just sign in, either on the app or at the member portal, app.allinonenonprofit.com, where all your apps live in one place.
What the AI will and will not do
- It uses each donor's giving history, interests, tags, and the appeal a gift supported to make letters specific.
- Your private staff notes are used only as quiet context to guide tone; they are never quoted in a donor-facing letter.
- It does not invent figures, dates, or program names you have not provided. Where numbers must be exact (tax statements, reports), the app assembles them, not the AI.
- Letters never use em dashes, matching your house style.
Interests, tags, relationship notes, and complete gift records all feed the AI. A thin donor record yields a generic letter; a rich one yields a letter that sounds like you wrote it.
✨ Donor Portfolio Brief
On the Predictions page (directly under the Dashboard in the sidebar). The Predictions page itself scores your donors with transparent, factor-based math: a lapse-risk score (how overdue each donor is against their own giving rhythm) and a giving-capacity / ready-to-upgrade score with a suggested ask amount, highest priority first. Those scores are computed only from your own data, show the factors behind them, and are free for everyone. The one AI button on the page, Donor Portfolio Brief, turns that scored data into a short, prescriptive action brief.
Click the brief button and the AI reads the scored portfolio and writes a focused plan for the week: who to focus on, which lapsed donors to win back, and which donors are ready for an upgrade conversation, with the reasoning drawn from the same visible factors. It uses only the scores and data already on the page, and frames every recommendation as guidance to prioritize attention, never a guarantee. Copy the brief, download it as Word, or email it to a colleague.
✨ Donation Thank-Yous & Treasurer Alerts
When you accept donations online (set up on the My Organization page, under “Online donations”), each completed gift triggers two automatic messages with no work from you: an instant thank-you and receipt to the donor, and a “new donation received” notice to your treasurer or finance contact. The gift is then recorded in Donor Management, where your normal acknowledgment and stewardship automations take over. See the Online Donations guide for full setup.
✨ Annual Development Report Compiler
Under AI Automations. Pick a year and the app pulls your real giving data for it automatically: total raised, gift and donor counts, average gift, new versus returning donors, year-over-year retention, recurring and pledge activity, and how each campaign performed. The card shows exactly what was found. Add optional highlights, goals for next year, and notes, then click Compile development report.
The AI produces a complete Annual Development Report: an executive summary, the year in numbers, giving by campaign, donor recognition themes (no individual donors are named unless you name them in the highlights), an honest what-worked-and-what-was-challenging review, and concrete goals for next year. All figures come from your records; the AI never invents numbers, and thin sections get [Fill in] placeholders instead of guesses. Copy it or download it as Word for your board, annual report, or year-end review.
✨ Smart Donor Directory Updater
Under AI Automations. Paste in an email, a note, or a list (for example: "Got a $250 check from Maria Lopez today for the education fund, her new phone is 415-555-0303"). Click Extract updates and the AI reads the text and proposes structured changes: new donors, updates to existing donors, and new gifts. Each proposed change appears as its own row with an Apply button.
Nothing is written to your records until you click Apply on an item, and the AI only proposes what is clearly in the text: it does not invent names, amounts, or dates. This turns the most tedious part of keeping your donor directory current, data entry, into a quick review: paste, scan, and apply the ones that are right.
✨ Lapsed-Donor Win-Back
Under AI Automations. The app automatically lists donors who gave before but not in the last twelve months (or anyone you tagged "Lapsed"), skipping anyone marked do-not-solicit.
Click Draft win-back letter on any of them and the AI writes a warm, personal note that acknowledges their past support and gently invites them back, without guilt-tripping. It uses that donor's giving history, interests, and your private notes. Review and edit it, then copy it, download it as Word, or send it straight to the donor by email. Lapsed-donor reactivation is one of the highest-return things a small shop can do, and the blank page is usually what stops it.
✨ Ask-Amount Recommender
Under AI Automations. For a major or pipeline donor, click Suggest ask and the AI recommends a realistic next-ask amount or tight range, with a short rationale grounded in that donor's numbers: lifetime giving, largest single gift, recency, and frequency. Knowing roughly what to ask for is one of the most common things small shops get stuck on, and asking too low leaves money on the table while asking too high can strain the relationship.
The recommendation is a starting point for your judgment, internal and never sent. Copy it or download it as Word.
✨ Legacy Society Launch Kit
Under AI Automations. Planned giving (gifts left through a will or estate plan) is the single largest untapped source of support for most nonprofits, and a legacy society is the proven way to start. Fill in a few details (your mission focus, a naming idea, how you want to define membership, your staff and board capacity), and the app suggests charter-member candidates from your own data: your most loyal donors and anyone flagged with planned-giving interest. Click Generate launch kit and the AI produces a complete plan: three society name options, recommended membership criteria, a charter-member shortlist with rationale, a member benefits package, a launch communication sequence, and a warm charter-member outreach script.
This is a one-time setup deliverable, the kind of thing a consultant would charge for. It is educational guidance, not legal or tax advice: always encourage prospective legacy donors to consult their own attorney or financial advisor. Copy it or download it as Word to share with your board.
✨ Major-Donor Cultivation Briefs
Under AI Automations. The app lists your major donors (anyone tagged "Major Donor", with meaningful lifetime giving, or sitting in a cultivation pipeline). Click Cultivation brief and the AI prepares a one-page internal prep sheet for your next call or meeting: a snapshot, giving summary, what they care about, relationship notes, three to five suggested talking points, and a suggested next step or ask.
This one is for staff eyes only; it is never sent to the donor. Copy it or download it as Word to bring into a meeting. It pulls only from the data you have entered, so the more complete a donor's record, the sharper the brief.
✨ Stewardship Next-Touch
Under AI Automations. The app lists your major and pipeline donors. Click Suggest next touch and the AI gives you a short internal recommendation: where the donor stands, the single best next touch and when to make it, and a suggested opening line you can adapt. It draws on giving history, pipeline stage, last contact, and your notes.
This is an internal planning aid, never sent to the donor. Where a cultivation brief is a full prep sheet for a specific meeting, this is a quick "what should I do next, and when" for keeping every major relationship moving. Copy it or download it as Word.
✨ Who to Call This Week
Under AI Automations. The app scans your records and flags donors who need a touch right now: brand-new first-time donors to welcome, donors who are about to lapse, and major donors who have gone quiet. Click Generate this week's call list and the AI turns that into a short, prioritized stewardship digest with a concrete next step for each person (call, thank, check in, invite).
This is an internal planning tool for your team, never sent to donors. Copy it or download it as Word, and work the list from the top. Many small shops never make these calls simply because no one tells them who to call; this does.
✨ Appeal Wrap-Up Reports
Under AI Automations. The app lists each appeal or campaign that has received gifts, with its totals. Click Draft wrap-up and the AI produces an internal report: a results summary (raised versus goal, gift count, donor count, average gift) and a practical follow-up plan covering who to thank and how, and what to do next. The figures come from your records, not the AI.
It is an internal report, never sent to donors. Running a quick wrap-up after each campaign turns raw numbers into next steps and makes sure no donor goes un-thanked. Copy it or download it as Word. For a deeper analysis, see Campaign Performance Analysis.
✨ Campaign Performance Analysis
Under AI Automations. Pick a completed campaign and the app pulls its real numbers from your gifts: amount raised against goal, donor and gift counts, average gift, and how many donors were brand new versus returning. You are prompted to add the campaign cost (optional), and the app finds your most comparable prior campaign automatically. Click Analyze performance and the AI produces a full report: goal achievement, donor acquisition versus retention, cost efficiency (cost per dollar raised and per new donor), average gift trend, lessons, concrete recommendations, and a projected revenue estimate if you act on them.
It is an internal report, not sent to donors. Where the appeal wrap-up gives you a quick results-and-thank-you summary, this is the deeper "how did we really do, and what should change next time" analysis. Copy it or download it as Word for your board or campaign debrief.
✨ Matching-Gift Prompts
Under AI Automations. Add an Employer to a donor's record and, once they have given, they appear here. Many companies match employee donations, often doubling them, but most donors never think to ask. Click Draft prompt and the AI writes a friendly note thanking the donor and inviting them to check whether their employer will match their gift and submit it.
It is one of the easiest ways to increase revenue without finding a new donor. Review and edit, then copy, download as Word, or send by email.
✨ Pledge Reminders
Under AI Automations. The app looks at your Pledges and lists every donor with an open balance, putting any pledge that has fallen behind schedule at the top, marked Overdue. Click Draft reminder and the AI writes a warm, gracious note reminding the donor of the installment that is due, using the exact figures on file: pledge total, amount given so far, remaining balance, and the amount due now.
The tone is grateful, never pushy, and overdue pledges are acknowledged kindly rather than scolded. The amounts come straight from your records, not the AI, so they are accurate. Review and edit it, then copy it, download it as Word, or send it to the donor by email. Pledge fulfillment is easy money to leave on the table; a gentle, well-timed reminder is usually all it takes.
✨ Restricted-Gift Impact Updates
Under AI Automations. The app groups gifts that were designated to a specific fund or program (anything other than Unrestricted) by donor and designation. Click Draft impact update and the AI writes a warm letter telling that donor how their designated gift is being put to work. Because only you know the actual results, it leaves clearly marked [bracketed] spots for you to fill in the specifics, so it never invents outcomes.
Reporting back on restricted gifts is both good stewardship and, for many grants, a requirement. Review and edit, fill in the brackets, then copy, download as Word, or send by email.
✨ Tribute & Memorial Gifts
Under AI Automations. When you mark a gift "In honor of" or "In memory of" on the Gifts page (and optionally add a family member to notify), it appears here. For each, the AI can draft two letters: a warm thank-you to the donor that acknowledges the tribute, and a tactful notification to the family or honoree letting them know a gift was made in their loved one's name. The notification never discloses the amount, which is standard, respectful practice.
These are sensitive letters, so review and edit carefully before sending. Copy, download as Word, or send by email.
✨ Year-End Giving Statements
Under AI Automations. Pick a tax year and the app lists every donor who gave that year with their gift count and total. Click Generate statement and you get a complete annual giving statement: a warm cover note from the AI wrapped around an itemized list of the year's gifts and the total.
Accuracy matters here, so the itemized list and totals are assembled by the app from your gift records, not written by the AI, and the required 501(c)(3) and EIN language is built in. The AI only writes the friendly wrapper. Review it, then copy it, download it as Word, or email it to the donor. Most useful each January, when donors need these for their taxes.
Make sure your EIN is filled in under Settings (or the Tax Acknowledgments boilerplate) so it appears on every statement. The 501(c)(3) and EIN line is part of what makes the statement valid for the donor's records.
✨ First-Time Donor Welcome
Found under AI Automations. The app automatically lists donors whose very first gift arrived in the last few months. Click Draft welcome letter and the AI writes a warm note that welcomes them into your community and shows their gift mattered. This is separate from the tax receipt and separate from any ask: it is purely relationship-building.
A genuine welcome is the single most effective way to turn a one-time giver into a repeat supporter, and it is the touch most small shops skip. Review and edit the letter, then copy it, download it as Word, or send it straight to the donor by email.
✨ Giving Milestones & Anniversaries
Under AI Automations. The app surfaces donors marking a giving anniversary this month (one year, five years, and so on) and shows their lifetime giving. Click Draft note and the AI writes a warm recognition note celebrating their loyalty. This is recognition, not an ask: donors who feel genuinely appreciated stay longer and give more.
Review and edit, then copy, download as Word, or send by email.
✨ Recurring / Sustainer Care
Under AI Automations. The app reads your Recurring Giving records and lists every monthly or recurring donor, flagging any whose plan is no longer active or whose giving has gone quiet as "Needs attention" and listing them first. Click Draft note and the AI writes the right note for that donor: a gentle "let's keep your support going" for sustainers who have stalled, or a warm thank-you with an optional, no-pressure invitation to increase for active ones.
It uses the exact amount and frequency on file, and for stalled donors it never assumes a reason (a failed card, a cancellation); it simply makes it easy and positive to continue. Sustainers are the most valuable, most loyal donors a nonprofit has, and a little care keeps them giving for years. Review and edit, then copy, download as Word, or send by email.
✨ Second-Gift Conversion
Under AI Automations. The app finds donors who have given exactly once, between one and four months ago, and are not already on a recurring plan. The jump from a first gift to a second is the single hardest and most important step in donor retention: most one-time donors never give again, and a timely, warm invitation is what changes that. Click Draft invitation and the AI writes a gracious note that thanks them for their first gift and gently invites a second, with no pressure.
Review and edit, then copy, download as Word, or send by email.
✨ Segment Appeal Drafts
Under AI Automations. The app groups your donors into segments (first-time, recurring or monthly, lapsed, major, and active general donors) and shows how many fall into each. Click Draft appeal on any segment and the AI writes a ready-to-adapt appeal letter tailored to that group's relationship with you, with a fitting tone and ask.
Because an appeal goes to many people, the draft is addressed generically and leaves clearly marked [bracketed] spots for you to fill in your own specifics (a program, a goal, a deadline). Fill those in, then send it to the segment through your own email or mailing tool. Copy it or download it as Word to finish.
✨ Thank-You Letters
On the Tax Acknowledgments page you have two ways to thank a donor for any gift. Pick the one that fits the gift:
Standard letter (free, instant)
The Standard letter and Word buttons produce a clean, compliant acknowledgment from a fixed template: the same wording for every donor, plus that gift's details and the IRS-required statement. It is instant and works offline. Best for small or routine gifts you want to thank quickly, or in a batch.
✨ Personalize with AI
The Personalize with AI button writes a warm, one-of-a-kind letter that draws on the donor's giving history, interests, relationship to your organization, and the appeal the gift supported. Best for major donors, repeat givers, and anyone you are actively cultivating. You can edit the draft, copy it, download it as Word, or, if the donor has an email on file, send it to them directly. Sending marks the gift acknowledged for you.
How it stays compliant
Both paths automatically include the IRS Publication 1771 language: your 501(c)(3) status, EIN, the gift amount and date, and whether goods or services were provided. With AI, that required statement is built from your data and verified after drafting, the AI personalizes around it and never rewrites the legal wording.
One-time setup
- Fill in the Boilerplate fields (EIN, signatory name and title) so they appear in every letter.
- Your uploaded letterhead, footer, and signature (set once on the My Organization page) are applied to the Word version automatically.
Use the standard letter to clear routine gifts fast, and save the AI letter for the relationships where a personal, specific thank-you actually moves the needle.