Thursday, July 30, 2015

How to manage Gift Aid to maximise donations. Donation management software.

Gift Aid Donation management is critical for charities and third sector organisations

Document Logistix can help you and your charity, third sector or not-for-profit organisation secure the tax relief on every Gift Aid donation received with Gift Aid document management software.

Document Logistix provides critical business benefits generated by improved digital document management. We sell knowledge that management and staff can access at the appropriate level of permission in the form of captured information that is key to their role, operations or a customer.

Gregory Yakub at Asthma UK had this to say about how our Electronic Document Software Management solution helped their organisation with Gift Aid management.

“The Document Manager system provides Asthma UK staff with a fully secure and instantly searchable audit trail of every document related to each Gift Aid donation claim – potentially saving the charity hundreds of thousands of pounds per annum.”

Why did Asthma UK chose Document Logistix?

Asthma UK entered a formal process to procure a document management software system that would address the challenge of providing the accurate audit trails required to secure its Gift Aid tax claims. The charity decided upon the Document Manager™ system because of its flexibility, strong functionality and the system’s integration into the charity’s Raiser’s Edge database. The software would enable all incoming Gift Aid documentation to be efficiently scanned, indexed and linked to other business applications. Asthma UK was also impressed with the responsiveness and high levels of expertise demonstrated by the product support team.

Benefits of Document Manager to Asthma UK

  • Elimination of unstructured paper records
  • Improvement of Gift Aid audit trails
  • Massive savings in document retrieval times
  • Elimination of paper, freeing up valuable office space
  • Easy integration with existing charity management systems
  • Users find the software very simple to use

The Document Manager Solution

The Document Manager system provides Asthma UK staff with a fully secure and instantly searchable audit trail of every document related to each Gift Aid claim. The solution is fully integrated to the charity’s existing database systems, which saves staff a significant amount of time by providing the ability to reconcile the scanned Gift Aid claim images all the way back to the original donor name within the charity database called Raiser’s Edge. Where in the past it would possibly take a staff member an entire day to manually locate the information required to justify a Gift Aid claim from thousands of records stored in archive boxes, this retrieval process now happens in seconds. Manually sorting through paper records has been entirely eliminated. Staff are now able to quickly locate all the documents needed to verify the validity of claims and the charity is now able to confidently make its Gift Aid claims knowing it has a fully secure and reliable system with no likelihood of reclaims from HMRC. As part of the installation project, Document Logistix arranged the secure collection and delivery of documents from Asthma UK’s head office for scanning by their in-house Scanning Bureau. In order to meet their tight deadline and also satisfy Customs and Excise audit, the bureau scanned approximately 175,000 Gift Aid Forms within six weeks, thereby providing Asthma UK the ability to make claims for gift aid tax reimbursement for that year. Asthma UK were “very satisfied” within the efficiency of the installation project and are impressed with the ongoing performance and stability of their solution.

If you feel you could benefit from a solution such as Document Manager with Gift Aid management software, please get in touch.

Read more about Asthma UK and Gift Aid management software.

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