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Contracted Database Management

At Philanthropy Solutions, we provide fully outsourced database management under a service contract tailored to your organization’s needs. Instead of hiring, training, and replacing staff every 12–18 months, you can rely on our team to handle every aspect of your fundraising database with stability, consistency, and expertise.

Many development teams come to us because:

  • They’re tired of the constant turnover in the database manager position and want long-term stability.

  • They can raise more money by freeing up their staff to focus on donor relationships.

  • Their database has been “part of somebody’s job,” but now it needs dedicated, professional attention.

When your database is managed by experts, it just works — the data is clean, the reports are accurate, and your fundraisers know exactly who to call and when.

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How outsourcing works

Gift Processing Cycle
click here for more information about how gift processing works.

  1. Donations processed remotely (checks go to Finance, we receive copies)

  2. Donor acknowledgment letters sent promptly

  3. Monthly donor and revenue reports generated through custom dashboards

  4. Finance reconciliation completed on schedule

Data Integrity

  1. Regular reconciliation and record updates

  2. National Change of Address (NCOA) services

  3. Bounce management for emails

  4. Routine “housecleaning” (salutations, gender, etc.)

Queries & Lists

  1. Targeted email queries & list pulls

  2. Direct mail queries & list management

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Major Gift/ Development Officer activities

  1. Tracking of all prospects and activities for solicitors

  2. Integration of officer activity into your database for easy oversight

Additional Support

  1. Administrative coordination and team meetings

  2. Strategic planning & data analysis

  3. Event and campaign database support

How would outsourcing work for your nonprofit?

Submit the following to start a conversation about improving your database productivity

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FAQs

1 / Is outsourcing my database management secure?

Yes, we use your database. 
We use your database the same way that you use your database when you are working remotely.

2 / Is my data secure?

Our business will never release your information to any email that does not have a YOURORGNAME.org email.  We won’t send to a Gmail or any other address without your express permission from an official email address.
For Philanthropy Solutions, keeping your data confidential is our top priority.  If we cannot keep your information confidential, we cannot exist as a company.

3 / If you are not in the office, how do you process donations?

All you do is snap a picture of any check and send it (text, email, Harry Potter owl if secure) to us. 
We do not deal with checks; we are not a check deposit service.  Once you’ve done that, send the check to finance to be deposited.
Credit cards and auto payments are much more straightforward as they generate confirmation emails.  Auto credit card payments are entered into your payment processing services with security protocol from the service

4 / What will outsourcing my database cost?

Several factors determine costs, including:

  1. The size of your database.

  2. The number of gifts you have each year.

  3. The size of your team (more people mean more requests, etc.).

  4. The amount of “on-call” or “admin” time you feel is appropriate. 

Typically, we can do the job with the same budget that you would plan on paying to hire an in-house database manager. The value of outsourcing is that 1) stability, you won’t be hiring another person in 12-18 months, and 2) the additional services that we can provide that help you raise more money.

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