18.9.2. Manual Donation Not Attached to Appointment

*THE BIG WHAT
An unattached donation is considered any donation made outside of an appointment. This could be in the form of a mailed check or call-in/ walk-in. Usually, these donations are for a capital campaign or spay it forward style. They can also be in the form of a grant from an organization.

Unattached Donations

In the case where there is no appointment to process through, the donation should be added directly to the donation pot.
Before making a donation, you need the following setup complete:

1. A pre-paid Funding Partnership pot in Settings such as “Donations” or “Spay it Forward” Read more about creating a donation “pot” HERE.
2. The Thank You email is customized with your clinic’s information. Review the email template in Settings > Funding Partnerships > Thank You Email
   

Process every donation and grant plus send a Thank You email all from Clinic HQ!

Take Donation

1. To make a donation, go to Accounting > Take Donation

Process all donations and grants received from Accounting

Jumbo Shortcut Menu (four squares)

Clicking this link will redirect you to the Accounting tab in Clinic HQ.

2. Select the Grant/Funding Partnership pot to place the donation into.
3. Donation Source: This would be the donor, either an individual Person or a granting Organization.
Person: Fill in the donor’s contact information and click Next.
Organization: If the donation is from a large grantor like Petco or Maddies Fund, select the Organization option and click Next.
A granting organization will need to be created if this is the first time recording a donation from them. In this case, click +Add New Organization.

*If an email address is provided the donor will receive a Thank You Email.

5. Choose the payment type and amount.
6. Save.
If using POS, the machine will be pinged. If using E-Payment the card information entered will be charged
If the donor has provided an email, a Thank You will go out immediately.

Add Donation via Funding Partnership

1. Go to Settings > Funding Partnership to add a donation from an individual or organization.
2. Edit the partnership.
3. Add Donation and fill in the donors information.

Manage Funding Partnerships in Settings to add donations, view donations, and more.

View/Export the history of donations added to the pre-paid funding pot. Track all donations in Reports > Donations.
Read more about Funding Partnerships and how you can subsidize services from money collected HERE.

Donation Receipts
Clinic HQ automatically sends a thank you email when a donation is made. This email acts as a receipt for the donor by including the amount date and your clinic information.
It is not possible to provide a physical receipt for this kind of donation. A written manual receipt would be necessary.

This is the Clinic HQ template for thank you emails when a donation is applied to a donation through the Take Donation tool.
Go to Settings > Funding Partnership > Thank You Email to customize this correspondence.

Customize in Settings > Funding Partnerships

A Rescue’s Client wants to make a donation to the Rescue

There are times when a rescue will want to allow individuals to donate directly to the clinic to help cover their bills.
1. Create a pre-paid donation pot for the rescue in Settings > Funding Partnerships.
2. Once this pot is established, use the steps above to take and record a donation by selecting the rescue’s pot of funds as the grant location.
3. Create a Subsidy that is linked to the rescue’s funding partnership pot. In the subsidy setup, set the client discount to be the VC’s prices nd the middle column pot deduct to be the amount to pull from the rescue’s pre-paid donations.
4. Apply the subsidy discount on services under that rescue’s appointments.