unitop Fundraising

Address management in unitop Fundraising is a customer relationship management solution tailored to non-profit organisations. All your contacts (including all data relevant to your organisation) are stored and managed here: prospects, donors, sponsoring members, partners and other relevant contacts.

The solution differentiates between company and individual contacts and can therefore map even complex organisational structures without difficulty. All other modules and functions of this fundraising software can access the central CRM data at any time. This integrated approach offers a major advantage: changes or additions to data immediately affect all areas and departments of your organisation – without any extra effort on your part. In addition, all relevant information from the other areas of the unitop Fundraising software flows into the CRM:

• Flexible info boxes are available on your donors’ contact cards.
  • These show, for example, regular donations, sponsorships, payments from financial accounting, the number of legacy or fine processes and the last contact made.
• An efficient authorisation structure is used to access stored data. You also receive guidance on how to classify tables and table fields with regard to potentially GDPR-relevant content. The software also supports you in providing information and anonymising data.

Does a donor have multiple addresses? No problem. You can record as many addresses as you like in unitop. In address management, you can also define which address you would prefer to use for upcoming fundraising correspondence. Using the mail merge function, you can conveniently trigger thank-you letters directly from the system and have your correspondence filed automatically in the contact’s digital record.

Naturally, this also applies to your emails from Microsoft Outlook. Thanks to integration into the Microsoft Office 365 environment, communication with your donors and supporters is strengthened in the long term. Use the Outlook add-in to access the sender’s master data directly and update contact or donor information conveniently from within your email programme.

Professional salutation management ensures that academic titles as well as prefixes and suffixes are recorded and used correctly. The same applies to stored partner information and the selection of the correct form of address, ensuring your donors are always addressed appropriately. You can also create links between contacts and define how contacts are related to one another.

Plan your activities using the integrated task management and have them displayed clearly on your dashboard in virtual task stacks.

The fixed assets accounting in your donation management software enables you to manage tangible and intangible fixed assets professionally, in compliance with tax and commercial law requirements. The entire lifecycle of an asset is visible at the touch of a button – regardless of whether it involves acquisitions, write-ups, depreciation or special depreciation. You can calculate acquisitions by simulating different scenarios using planned asset records.

Business Intelligence is part of our holistic unitop concept. unitop BI enables you to create analyses for all areas of your organisation (e.g. financial accounting, donation management, event management, etc.) and share them with colleagues for collaborative work. As the technological basis, we use the BI tools TARGIT or Microsoft Power BI. External data sources can also be consolidated and evaluated. unitop BI is distinguished by a wide range of pre-defined analyses, but you can also run your own analyses and compile professional reports. Alongside classic charts, you can also use so-called shape maps to visualise donor payments even faster. Create an automated distribution system that sends reports at regular intervals (e.g. by email) and have yourself notified as soon as important threshold values are reached.

How high was your income from fines last year? Too low? Many donation organisations underestimate the potential of professional fines marketing for generating additional income for their projects.

Your fine cases are largely processed automatically in unitop Fundraising. It does not matter whether you receive fine payments as one-off payments or in instalments. If payments fail, these are displayed in a separate overview. Of course, the required statistics for the Higher Regional Courts are also available.

With unitop Fundraising, you receive a complete and professional document management system. It reduces your employees’ search and processing times: outgoing and incoming correspondence is filed in the DMS in a process- and contact-related way.

In addition, the system supports document versioning so that, particularly when creating complex documents such as contractual documents, you always work with the current version. Documents can also be archived in an unalterable form.

For managing incoming or future legacy cases, unitop Fundraising provides a wide range of functions that simplify legacy management. Whether involved persons (such as notaries or relatives) or other key details such as the testator, date of death and type of legacy – the fundraising software supports you and adapts to the legacy cases at hand.

This means you can manage both future estates planned during a person’s lifetime and legacies left via testamentary disposition in an optimal way. You also have the option of categorising the estate according to defined criteria (property, shares, etc.) to obtain an overall overview. Naturally, you can create and print a paper file for a given legacy case from unitop Fundraising at any time in just a few clicks.

The comprehensive financial accounting in unitop Fundraising supports you in all internal and external accounting tasks.

The general ledger allows you to manage multiple accounting entities, enabling you to separate your association and taxable business operations (WGB) as well as any additional entities cleanly from one another. You can consolidate entities and exchange documents electronically between entities – for example, if the WGB invoices the association for a service. The system also supports you in preparing the VAT advance return and the electronic balance sheet (E-Bilanz).

Alongside the general ledger, you can handle accounts receivable and accounts payable management as well as payment transactions. SEPA requirements are fully met. Budget management, a liquidity forecast and comprehensive financial reporting round off the scope of this function.

The financial accounting module is audited and complies with the German principles of proper accounting (GoB). We will be happy to provide you with the audit certificate.

Whether you organise postal or digital mailings – in unitop Fundraising’s campaign management, you can access your entire database and select it individually. You are supported by intuitive processes and a convenient selection screen. You can save defined selection criteria and reuse them for future mailings.

Once you have created a selection, you can compare it with “suppression lists” to ensure that only approved contacts are addressed. You then carry out the printing and dispatch of your mailing – or you transmit the contacts selected in your fundraising software to the fulfilment service provider.

Cost accounting gives you an effective controlling tool. You can analyse actual and budgeted costs from operational business, and you can also run analyses by departments, products and projects. Cost accounting synchronises cost data with financial accounting and then allocates it to various cost centres and cost objects.

Project management provides you with a professional tool for handling projects – from planning through to the disbursement of project funds. Project planning can be performed simply via financial resources, but also in detail at the level of resources and items. Financial budgets are created from the planning values, enabling target/actual comparisons in analysis.

Approval of project funds begins with a proposal from the responsible planning area, goes through a separate approval process and is finalised with the financial posting.

Funds can be disbursed both in the local currency and in a foreign currency.

Over the course of a project, multiple additional plans, approvals and disbursements are possible. This means you can respond to changing project situations at any time, and the detailed presentation keeps the flow of funds traceable. Any contact can be stored as a project participant. Project-related tasks can also be recorded to make it easy to track the organisation of project-related activities. Outgoing and incoming project correspondence is created or imported with reference to the people involved. This ensures that all correspondence for a project is centrally available and can be viewed at any time.

Donation management provides everything you need for professional donor care. At a glance, you can see your donor’s status in the donor pyramid and the RFM analysis, their donations made, issued donation receipts and any repostings.

Recording an occasion donation can be done manually or by importing an address list. A thank-you letter can then be created that lists all donors involved as well as the total donated amount. Donations in kind can also be recorded, including all key data such as the value of the donated goods or a campaign code.

Various marketing flags also give you a quick overview of how often the donor may be contacted per year and which thank-you and receipt rules are stored.

If you operate an online shop, you can, if desired, map stock levels using the inventory management integrated into unitop Fundraising. In the software, you can store supplier-specific purchase prices for your items as well as sales prices for previously defined target groups. Based on minimum quantities, the system supports you with purchasing suggestions so you always have the right number of items in stock.

You can either enter incoming orders manually or use an interface in unitop to pull orders automatically from your online shop. After picking, unitop supports you with shipping, so that your members or customers receive the ordered goods as quickly as possible. The software also handles complaint processes for you.

Workflow control supports all processes in which several employees are involved – for example checking incoming invoices or creating and signing seminar attendance confirmations. It ensures that defined tasks are completed in the correct order and on time; your employees are notified automatically. Workflow control is particularly valuable for time-critical processes or approval procedures.

Regardless of whether incoming donations were initiated via one of your campaigns or donors simply trust in your organisation’s good work, the payment analysis in your fundraising software supports you in processing incoming donations. A large proportion of incoming donations can be processed automatically – with allocation to the donor, the campaign and the use of funds. In unitop Fundraising, payment analysis works not only with professional name analysis, but also with phonetic logic and term substitutions – for example, automatically assigning terms such as “Horn of Africa” or “East Africa” to the correct project for the use of funds. This eliminates much of the manual donation processing. Only donations that cannot be clearly assigned through payment analysis need to be processed manually.