December 5, 2023 | Categories Featured

Reduce Costs and Relieve Burdens with Nonprofit Cheque Scanning

Want to streamline your donation processing while also saving your organization valuable resources? Meet your new friend, nonprofit cheque scanning – here to relieve you of the administrative burdens associated with manual cheque processing.

While every contribution is a reason to celebrate, we know that managing cheque donations can be quite the hassle. Digital cheque scanning devices simplify the process, helping you handle a significant volume of cheques in a shorter amount of time to reduce operational costs and increase overall productivity. So let’s get into it!

What is nonprofit cheque scanning?

DonorPerfect Check Scan

If you’re relying on lockbox services to manage cheque-based gifts, or manually process more than 1,000 cheques in a year, you may want to consider a high-volume imaging device that can scan hundreds of cheques in a matter of minutes. This hardware often pays for itself by improving the speed, accuracy, and cost-effectiveness of your donation processing.

For even more value to your organization, look for an industry-specific device that will work well with your nonprofit’s fundraising software. For example, our native tool, DP Check Scan, was designed to work seamlessly with DonorPerfect Fundraising Software.

Let’s take a look at how simplifying the cheque donation process bleeds into bettering your fundraising efforts.

How cheque scanning streamlines your fundraising efforts

As donations pour in, cheque imaging hardware quickly becomes your best friend. Simply feed the remittance cards and cheques through your system, and in a matter of seconds, you can scan up to 100 donations – a process that would take several hours if done manually.

Here’s how:

  • List building – The donation process begins with your trusted donor management software. Using DonorPerfect for example, you can create a mailing list of donors and prospects to submit to your direct mail agency. In return, you’ll receive a scannable remittance card that’s fully compatible with our cheque scanning device.
  • Record matching – A nonprofit-specific imaging device that integrates with your software won’t just scan and store data – it will do one better. For example, DP Check Scan matches each remittance card with the appropriate donor or prospect in your database, so you can accurately identify who sent the gift and gain immediate access to their record for engagement and followup.
  • Data verification – You’ve already eliminated manual cheque processing with your scanning device, so why not reduce manual data entry as well? Once record matching is complete, our scanning device presents the donation information on your screen for verification. No need to enter data. Your DP Check Scan system automatically adds all gift information to donor records, complete with solicitation codes and General Ledger entries.
  • Donor retention – The quicker you are able to scan and process cheque donations, the quicker you will be able to acknowledge gifts and thank donors for their thoughtful contributions. It can be stressful to send a cheque payment – not knowing if it has been received or when it will post to your bank account – so swift recognition works wonders for your donor relationships.

How cheque scanning saves valuable time and resources

Let’s delve into the benefits that digital cheque scanning devices can offer fundraisers and nonprofit organizations. By automating the cheque donation process, these tools dramatically reduce the time and effort required to manage donations in general. Say goodbye to manual data entry and hours spent sorting through cheques.

  • Accuracy – With smart matching and verification, DP Check Scan significantly decreases the chances of errors in your donor records. You can trust that the information is accurate and up-to-date, and your donors can trust that you have their correct information on file.
  • Cost – For organizations processing a substantial number of cheques, a cost-effective solution like DP Check Scan can actually pay for itself while continuing to generate savings. And the more accurate your donor records, the less you will have to spend on mailing errors.
  • Donor engagement – Streamlining the donation process means you can focus more on engaging with your donors and prospects. You’ll have more time and resources to build stronger relationships by swiftly expressing your appreciation and using the proper name/address/gift details in your communications.
  • Data security – Cheque scanning solutions like DP Check Scan ensure the security of your donor information by recording an image of each cheque for reference and archival purposes.

DP Check Scan is a powerful tool for nonprofit organizations to enhance efficiency, reduce costs, and improve donor retention. By automating the cheque processing workflow, this system not only saves time and resources, but also ensures accuracy and security. If your organization handles a substantial volume of cheques, DP Check Scan can quickly become an invaluable asset, enabling you to focus on what matters most: making a lasting impact.

Learn more about DonorPerfect

Image of DonorPerfect Content Writer, Ally Orlando
Meet the author: Ally Orlando

I’m Ally, a lifelong Pennsylvanian now living south of the Mason-Dixon Line. My main thrills are eating and sleeping, but I also enjoy music, art, film, politics, and animals. I love to learn new skills, and I’m not afraid to be a “master of none.”

As a writer, my ambition has...

Learn more about Ally Orlando
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