GiftKeepGiftKeep for nonprofits

One ledger for every gift, sponsor and thank-you.

GiftKeep is a staff-only gift ledger for nonprofits. Record gifts, run event sponsorships with clear deductible amounts, and preview receipts. Use it on its own, or connect HubSpot. Donors never need another login.

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  • Staff only
  • Donors never sign in
  • Optional HubSpot connection
Spring Gala · Gold sponsorExample
Gift amount$2,500.00
Benefits (good-faith estimate)− $400.00
Deductible amount$2,100.00

Calculated for you: gift minus the value of the benefits in the package.

Fiscal-year goalExample progress
See it in a minute

A quick tour of GiftKeep

Gifts, sponsorships and goals, start to finish, plus the optional HubSpot sync.

About 1 minute · captions shown on screen

Why GiftKeep

Gift records shouldn't live in five places.

A spreadsheet here, a payment tool there, sponsor benefits in someone's inbox. Somewhere in between, someone forgets to say thank you.

Without one ledger

  • Gifts get typed into spreadsheets, then again into the CRM.
  • Sponsor benefits and their value are hard to pin down at receipt time.
  • A wrong entry gets deleted, and nobody can say what changed.
  • Nobody is quite sure how close you are to this year's goal.

With GiftKeep

  • Your team records each gift once, in one staff-only ledger.
  • Packages carry their benefit lines, so the deductible amount is figured for you.
  • Mistakes are voided with a reason, never deleted, and every change is in the history.
  • Goal progress sits on the Home screen. If you connect HubSpot, it gets the updates too.
What's inside

Everything your development team tracks, in one place

Built for the people who record, thank and report on gifts.

Staff only

Only your team signs in. Donors never need an account, a password or a portal.

Gifts from people and organizations

Record gifts from individual donors and from businesses, foundations and other organizations.

Events and sponsorship packages

Set up events and packages with benefit lines and good-faith estimates of what each benefit is worth.

Automatic deductible amount

GiftKeep subtracts the value of the benefits from the gift, so the deductible amount is ready when you need it.

Optional HubSpot connection

GiftKeep works on its own: without HubSpot, staff record every gift offline (check, cash or other). Connect HubSpot to add online card and bank transfer payment links, recurring gifts, and syncing of people, organizations, gifts (as deals) and packages. Online payments currently run through HubSpot Payments. Two-way sync is optional and off by default, and gift amounts never change from HubSpot.

Void, don't delete

Fix a mistake by voiding the gift with a reason. The full change history stays on the record.

Fiscal-year and event goals

Set goals for the fiscal year and for each event, and see progress on the goal card on Home.

Receipt and year-end previews

Preview a gift receipt or a donor's year-end statement before it goes out.

Staff roles and login history

Give each person an admin or standard role, and see who signed in and when.

CSV export

Export your records to CSV for your board, your auditor or your own spreadsheets.

How it works

Up and running in three steps

  1. Set up the year

    Add your staff, your events and sponsorship packages with their benefit lines, and your fiscal-year and event goals.

  2. Record gifts as they come in

    Log each gift from a person or organization. GiftKeep figures the deductible amount and keeps the history.

  3. Thank and report

    Preview receipts and year-end statements, watch the goal card on Home, and export to CSV. If you connect HubSpot, it picks up the updates.

Built for nonprofits

Made for the way development teams actually work

Executive directors want to see progress toward the goal. Development staff want to record a gift once and move on. Treasurers want numbers that hold up and a history that explains every change.

GiftKeep was built for all three. Our first client is Slingshot ESports.

  • Receipts that support the quid-pro-quo rulesWhen a donor gets something back, like a gala seat or a sponsor banner, the IRS expects a disclosure of the good-faith value of those benefits. GiftKeep's receipts show the gift, the estimated benefits and the deductible amount, which helps you meet those disclosure rules.
  • A record you can stand behindVoided gifts stay on the books with a reason, and every change is logged.
  • Your CRM stays your CRMWorks with or without a CRM. GiftKeep is a gift ledger, not a full CRM. On its own, it records every gift offline. Connect HubSpot and it sends people, organizations, gifts and packages there, with optional two-way sync for contact and company details.

GiftKeep is record-keeping software, not tax advice. Your organization decides what values to use and how to word its receipts, and your donors should ask their own tax advisor about deductions.

FAQ

Common questions

Do our donors need to create an account?

No. GiftKeep is staff only. Your team signs in; donors never do.

Do we need HubSpot?

No. GiftKeep works on its own. Without HubSpot, staff record every gift offline (check, cash or other) and still get receipts, year-end statements, events and sponsorship packages, goals, and CSV export. Connecting HubSpot adds online payment links, recurring gifts and CRM sync. Online payments currently run through HubSpot Payments.

Does GiftKeep replace HubSpot?

No. GiftKeep is a gift ledger, not a full CRM. If you connect HubSpot, GiftKeep sends people, organizations, gifts (as deals) and sponsorship packages to it. You can also opt in to two-way sync for contact and company details. It's off by default, and gift amounts never change from HubSpot.

How is the deductible amount calculated?

It's the gift amount minus the good-faith estimate of the benefits the donor received, taken from the benefit lines on the sponsorship package. Your organization sets those estimates. GiftKeep does the math; it doesn't give tax advice.

What if someone enters a gift wrong?

Void it with a reason instead of deleting it. The voided gift and its full change history stay on the record, so anyone can see what happened.

Can we get our data out?

Yes. You can export your records to CSV at any time.

Pricing

Simple monthly pricing

Price$29/monthEvery plan: $199 one-time sign-up fee, includes setup, and HubSpot connection if you use it
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Request information

See if GiftKeep fits your team

Tell us a little about your organization. I'll follow up to answer questions or set up a demo.

  • A walkthrough built around your events and packages
  • Straight answers about the HubSpot sync
  • No obligation
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HubSpot is a trademark of HubSpot, Inc. GiftKeep is not made or endorsed by HubSpot. Not tax advice.