Before accepting donations through Clinic HQ, please ensure that you have a pre-paid funding partnership created in Settings to place the donations. We refer to this as a “donation pot.”
Follow the steps HERE to create a pot for placing and tracking donations. You can create more than one donation pot.
Ways to Collect Donations
HQ Internally
“Attached Donation” – Donations through appointments. This includes overpaid appointments and forfeited deposits from no-shows.
“Unattached Donation” – Donations are not tied to a particular client or appointment. This includes phone-ins, walk-ins, and mailed donations.
Widgets
E-appointment Widget: Donations are collected online through a donation campaign added to the E-appointment form.
General Widget: Donations are collected through a widget embedded on your website. Donors can choose one-time or recurring donations.
Sending Thank You Emails
A thank-you email will automatically be sent to the donor when a donation is made through the following:
- “Add Donation” in Settings > Funding Partnerships
- “Take Donation” tool in Accounting
- Campaign Widget
Thank you Email for Unattached Donations
(processed through Take Donation or Funding Partnership)
Set up one generalized Thank You email for any donation that is made internally through the Accounting >Take Donation or Funding Partnership > Add Donation.
Go to Settings > Funding Partnerships > Thank You E-mail
Customize the email message.
Save.
Customize in Settings > Funding PartnershipsAny donation processed through an appointment will not receive an automated thank you email. For these, you should email or print the client an HQ Reciept.
Thank you Email for Campaign Donations
Each campaign widget has its own custom Thank You Email. This allows your clinic to acknowledge the specific fundraising campaign effort the donor has contributed to through by making a donation through the Widget.
Set up the campaign and thank you notification in Settings > Widgets.
Edit the specific campaign.
Click the second tab, Thank You Email, and make your changes.
Save.
Each Donation Campaign can have its own Thank You Email.Track Donations, Individual Donors, and Grantors
In Reports > Donations explore the various report options for tracking the ways donations are made – by whom and how much. More about that HERE.
What is a Grantor?
In Clinic HQ, a Grantor is an agency such as Petco, a foundation such as Bissell, or a local regular donor/foundation. A Grantor will typically not be a client that brings you animals.
You will create Grantor profiles to log donations and grants received from this entity. Why is this beneficial? Creating the grantor, allows you to collect contact information without an appointment’s client profile.
Set up and manage your granting organizations in Settings > Grantors > Create Grantor
When the entity sends a donation, record this donation by selecting the Donor Type as Organization and choosing the existing grantor profile.
FAQ Related To Donations
1. Does the donation show up on the receipt?
Receipts cannot be printed from Clinic HQ for Donations made through Take Donation or the Widget. For these donations, utilize the Thank You Email as the receipt or create a handwritten receipt.
Only if the donation was applied through an appointment can a receipt be printed. Here’s an example.
Donations on a receipt2. Does it go into a report somewhere?
Yes, all donations are included in Reports > Donations. The data is highly tracked and this report has several exportable options.
3. Do all donors receive an automated thank you email?
Only donations made through a campaign Widget and the Take Donation tool will receive an automated email. Donations made through an appointment do not yet have an automated thank you email.
