📝 Product Description

💗 NONPROFIT DONOR, GRANT, AND VOLUNTEER MANAGER

The complete operating system for a small nonprofit. Multi user. No subscription. Yours forever.

Your donor list is in a spreadsheet. Your grant deadlines are on a wall calendar. Volunteer hours are on paper, pledges live in someone's memory, and nobody can find last year's receipts when the auditor asks. 😰

This replaces every one of those with one working application, built to be run by a real organization with real staff. Install it once on the office computer, and the whole team works in it from their own devices at the same time. 🎉

👥 A REAL MULTI USER SYSTEM

This is not a single seat file that people take turns opening. It is a proper multi user application on your own network.

🖥️ One host computer runs the program, the database, the scheduler, and the document store
📱 Everyone else opens it in a browser on their own laptop, tablet, or phone
🔳 Scan the QR code on the Network Access page and a phone is connected in seconds
🔑 Every person signs in with their own account, so history always shows exactly who did what
🎚️ Ten levels to start from: administrator, development staff, finance staff, bookkeeper, grant manager, volunteer coordinator, program manager, data entry, board viewer, and restricted volunteer
✅ Then choose access section by section for any one person. Your front desk volunteer can enter supporters all day and never see a single dollar figure. A refused section disappears from their menu and is refused by the server too
👨👩👧👦 Tested with ten people working at once. If two staff edit the same record, both versions are shown side by side and nothing is quietly overwritten
🏠 Everything stays inside your building. No cloud account, no outside company holding your donor list, no monthly invoice

💝 DONORS, HOUSEHOLDS, AND RELATIONSHIPS

🧑🤝🧑 One record per person or organization, serving as donor, volunteer, member, event guest, and contact all at once. No duplicate profiles for the same human being
🏡 Households with shared addresses, joint salutations, primary contacts, mailing preferences, and household giving totals
🔗 Relationships for employers, foundations, board members, family, corporate matching, and referrals, each with its own dates
📜 A complete timeline gathering every gift, pledge, receipt, event, volunteer shift, document, and conversation in one chronological list, each entry linking to its source record
🔒 Private staff notes kept completely apart from the notes used in letters. Board users never see them
🎫 Memberships with categories, renewals, dues, and benefits, kept properly separate from charitable gifts
🧬 Duplicate review with a guided merge that preserves every gift, pledge, and document, requires a reason, and never merges two people just because they share a name

🎁 GIFTS AND RECEIPTS THAT ADD UP

💵 Every gift type: cash, checks, electronic payments, card transactions, matching gifts, tribute gifts, grant payments, and noncash donations
🧾 Fees never eat donor credit. A one hundred dollar gift with a three dollar processing fee stays one hundred dollars to the donor and ninety seven in the bank, recorded as two separate figures
✂️ Split one gift across several funds, programs, and campaigns. It has to balance to the penny before the system will post it
🔐 Posted gifts are protected. Corrections happen through documented refunds, reversals, and replacement receipts, never by editing history
💰 Money is stored in whole cents, so your totals always reconcile. No floating point surprises in your year end numbers
🤝 Soft credits recognize the advisor or employee behind a gift without ever counting the money twice
📜 Receipts and statements issued straight from the record, with your logo, your address, and wording configured for your jurisdiction and status

🤞 PLEDGES AND RESTRICTED FUNDS

📅 Pledges with automatic installment schedules, partial payments, amendments, cancellations, and write offs
📊 Aging buckets: current, 1 to 30, 31 to 60, 61 to 90, and over 90 days
⚖️ A pledge is never counted as cash in hand, and its payments are never counted again as a new commitment
🔄 Recurring giving schedules with expected amounts, next dates, missed installment counts, and reminders
🏦 Four fund types: unrestricted, donor restricted, board designated, and grant restricted. A board decision is never presented as a donor restriction
💡 Tracked balance and available to commit, so you always know what you can actually spend
🚫 Restriction enforcement. An expense that breaks a donor restriction is blocked until it is authorized, documented, and recorded in history
🔁 Fund transfers that require an authorization, a reason, and supporting documentation

🏆 GRANTS FROM PROSPECT TO CLOSEOUT

📝 Applications with editable stages, deadlines, owners, probability, submission method, and document checklists
🏅 Awards with agreement dates, periods, restrictions, matching requirements, indirect rates, and payment schedules
💵 An award is not cash until a payment is marked received. Reporting reflects that honestly
📊 Budgets by category with revisions, eligible expenses, committed amounts, utilization, and variance
📌 Deliverables with owners, due dates, and explicit time zones, so a five o'clock deadline means the right five o'clock
📄 A grant report package built from your real budget and outcome records, ready to send to the funder

🤝 VOLUNTEERS, SHIFTS, AND EVENTS

🙋 Volunteer profiles with skills, interests, credentials, expiration dates, training, availability, emergency contacts, and restrictions
📅 Shift scheduling with capacity, required skills, supervisors, break rules, confirmations, and waitlists
🔍 Suggested volunteers ranked by skills and stated availability, with every blocker named out loud: an overlapping assignment, a credential expiring before the shift, availability that does not match
⏱️ Approved hours that subtract breaks and calculate correctly across midnight and daylight saving changes
✏️ Corrections never rewrite an approved record. They create a correcting entry and keep the original visible
🚗 Mileage at the rate your organization sets. No rate is ever assumed for you
🏅 Recognition with service milestones, anniversaries, awards, and printable certificates
🎪 Events with venues, capacity, registration, check in, waitlists, sponsors, and costs, with ticket revenue kept separate from the contribution portion

📊 REPORTING THAT SURVIVES A BOARD MEETING

📈 A dashboard showing contributions received, outstanding pledges, restricted funds available, donor retention, approved volunteer hours, and approved expenses, plus a needs attention list that links straight to the records behind it
🧮 Twenty one reports: donor retention, recurring giving, pledge fulfillment and aging, campaign progress, fund balances, restricted fund activity, grant pipeline, grant deadlines, grant utilization, volunteer participation, volunteer hours, program outcomes, revenue by source, donor statements, lapsed donors, unacknowledged gifts, duplicate review, import reconciliation, expense allocation, event participation, and a full audit export
💡 Every report prints its calculation basis, so you can defend any figure to a board member, a funder, or an auditor
📖 A built in dictionary explaining how each number treats refunds, soft credits, noncash gifts, households, canceled pledges, and date boundaries
🧾 A board packet builder that takes your own commentary. The application never invents a narrative your records do not support
📊 Dimensional charts that also print as plain tables, so nothing depends on a graphic to be readable

🖨️ PRINTING AND EXPORTS DONE PROPERLY

📄 Print any record. Export any list to PDF, Excel, or CSV
🎨 PDF output carries your logo, organization name, report title, reporting period, filters, generation date, and page numbers, with headings that repeat on every page and number columns that never wrap
📁 Genuine Excel workbooks with a branded title area, colored headings, frozen headings, filters, proper number and date formats, and configured print areas
🔢 Clean CSV for your accountant, protected against spreadsheet formula injection
🎯 Scope you choose: your selection, the current page, or every record matching your filters, with the count shown before the file is made
📦 An export center recording the filters, scope, record count, and time for every file, so a figure can always be traced back

✉️ DOCUMENTS AND COMMUNICATIONS

📜 Ten document types: acknowledgment letters, contribution receipts, pledge confirmations, pledge reminders, donor statements, year end giving statements, grant summaries, volunteer certificates, event confirmations, and board campaign reports
✍️ Editable templates with merge fields, your branding, and your signature image, with a snapshot stored so a reprint reproduces exactly what was sent
🗄️ A document library that stores the actual file, with upload, preview, download, replace, revision tracking, retention dates, and visibility settings
📤 An automation center that drafts acknowledgments, pledge reminders, grant deadline alerts, and lapsed donor outreach for you
🔌 Offline or connected, clearly labeled. Offline jobs produce a document or a draft on your computer. Connected jobs send through your own email provider once you configure and test it. The system never claims a message was delivered when it was only accepted

🎨 DESIGNED TO BE LOOKED AT ALL DAY

🌈 Five coordinated color themes: Community Bright, Garden Impact, Ocean Giving, Sunrise Outreach, and Midnight Impact for low light rooms
🔠 Bold, readable type throughout, with a text size control from eighty to one hundred sixty percent
🧭 A colored sidebar with clear groups and labels, and a route back to the dashboard from every page
📱 Built for phones and tablets, not just shrunk down. Lists become readable cards, forms fill the screen, and the buttons stay in reach
♿ Accessible by design: keyboard navigation, visible focus, respected motion preferences, and status never shown by color alone

🛡️ BACKUPS, SECURITY, AND AUDIT

💾 One click backup using the proper database backup method, so nothing is copied mid write
🔍 A verified restore that checks the archive structure, checksum, database integrity, version, and free space, takes a safety backup first, and warns you before anything is replaced
🔑 Optional passphrase encryption, with the key never stored beside the data
📋 A full audit history of postings, refunds, merges, exports, permission changes, template edits, restores, and sample data clearing
🔐 Proper account security: slow salted password hashing, login throttling, session expiry, and protection against cross site request forgery. There is no shared default password anywhere in this product

📦 WHAT IS IN YOUR DOWNLOAD

✅ The complete application for Windows and Mac, ready to run
✅ Plain launchers at the top of the folder: Open Program, Install Requirements, Create Desktop Shortcut, Allow Network Access, Repair Local Setup, and Stop Program
✅ A twenty eight chapter illustrated user guide as a colorful PDF book, plus an editable Word copy, with real screenshots and step by step setup for both platforms
✅ A one page Read Me First quick start sheet
✅ Five sample output documents so you can see exactly what your receipts, statements, grant reports, certificates, and board reports will look like
✅ A donation import template with instructions
✅ An administrator checklist, a data dictionary, and full KPI definitions
✅ A complete sample organization with about 120 supporters, 40 households, 300 gifts, 25 pledges, campaigns, funds, grants, 50 volunteers, programs, and events. Explore everything first, then clear it in one step and it stays cleared for good

💻 WHAT YOU NEED

🖥️ A Windows 10 or 11 computer on 64 bit hardware, or a Mac running macOS 12 or later
💽 Roughly 500 MB of free space, plus room for your own documents and backups
🌐 A normal home or office network for the multi user part
🧭 Any current browser on the other devices: Edge, Chrome, Firefox, or Safari
📶 The program works fully offline. Internet is only needed if you choose to send email through your own provider

🚀 RUNNING IN FIVE MINUTES

1️⃣ Copy the folder to your computer
2️⃣ Double click Install Requirements
3️⃣ Double click Open Program
4️⃣ Enter your organization details, or skip and add them later in Settings
5️⃣ Create your administrator account, explore the sample data, then clear it and start for real

🤲 A GREAT FIT FOR

Small and midsize nonprofits 💗 Community foundations 🏛️ Food banks and pantries 🥫 Churches, synagogues, and mosques ⛪ Animal rescues 🐾 Youth and after school programs 📚 Arts and theater organizations 🎭 Volunteer fire and rescue 🚒 Museums and historical societies 🏺 Schools, PTAs, and booster clubs 🎓 Health and mental health charities 🩺 Environmental and conservation groups 🌱 Any grant funded program that has to report on what it spent 📊

🙏 HONEST NOTES, BECAUSE YOU DESERVE THEM

📌 This is operational tracking software. Fund balances are documented operational summaries, not audited financial statements or statutory net asset balances
📌 Recurring giving schedules track what you expect and generate reminders. They do not charge cards on their own
📌 This is not payroll software and it does not decide worker classification. Volunteers are kept separate from employees and contractors
📌 Acknowledgment wording is configurable for your jurisdiction and organization status. Please confirm your wording with your own advisor
📌 The application runs on your own computer, which means your records stay yours and your backups are your responsibility. The Backup Center makes that a one click job

📥 INSTANT DIGITAL DOWNLOAD

📲 Your files are available immediately after checkout. Nothing is shipped.
💿 A USB flash drive edition is available on request. Send a message before ordering if you prefer physical media.
💌 Questions before or after your purchase are always welcome. I answer personally and I will help you get set up.
🔁 Because this is an instant download, all sales are final. Please read the requirements above and ask me anything you are unsure about first.

💝 Thank you for supporting a small shop. Now go spend your time on your mission instead of your spreadsheets.