This complete, done-for-you automation system handles donor stewardship so you can finally stop feeling guilty about what's slipping through the cracks.
Complete Donor Stewardship System
Autopilot.
Trusted by 3,500+ nonprofit organizations
Thank Yous Sent Late (or not at all)
You're logging in at 11 PM to send thank you emails.
Donors are waiting weeks for acknowledgment—or not getting thanked at all.
Common issues
Sound familiar?
Data Chaos
Your donor information lives in three different places.
You can't segment. You can't report. You're guessing who to follow up with.
Everything's Manual
You meant to follow up with that first-time donor two weeks ago.
But life happened. And now you're losing 60-70% of first-time donors annually.
What if donors got thanked within 24 hours…automatically?
Not because you're working late. Because your system handles it while you sleep.
What’s Possible
Donors thanked on time, every time — No more 11 PM guilt sessions
First-time donors actually onboarded — Welcome sequences that turn one-time givers into repeat supporters
Recurring donors celebrated automatically — They get the recognition they deserve without you manually tracking it
Your data actually works together — CRM, email, and donation forms talking to each other like they should
You stop feeling guilty — Because stewardship is finally happening consistently
Your team gets 75+ hours back every month — That's 900 hours a year, or 22 full work weeks
What’s Included
This isn't just “tech setup.”
It's a done-for-you donor experience engine built to help you retain more donors, reduce tech burden, and scale your impact sustainably.
Tech Audit & Smart Integrations
We assess your current stack, recommend the most efficient tools, and integrate platforms so data flows cleanly and automatically.
Clean, Migration-Ready Data
We prep, clean, and map your data—acting as your translator between CRM reps and your team to keep systems usable and your staff confident.
Five Automated Donor Workflows
Stewardship designed to actually happen—touchpoints built from proven behavior patterns, fully implemented across your CRM and email platforms.
Training + Transition Support
Step-by-step handoff with full documentation, platform walkthroughs for your team, and ongoing access to resources to keep you confident and in control.
Copywriting That Sounds Like You
We write all your donor sequences for you (welcome, nurture, thank-you, lapsed, second gift)—includes 90-min storytelling session and brand messaging doc.
Delivering The Results That Matter
$6+ ROI for every $1 invested. 900+ staff hours saved per year. 10-point average increase in donor retention. 3x lift in email engagement.
Investment
Your team is already paying for inefficiency.
Not as a line item. But in lost donors, manual systems, and staff burnout. Here's what it looks like to actually solve it.
Project engagements begin at $30,000.
This includes strategy, implementation, CRM and email integration, donor communication workflows, and complete copywriting.
Timeline:
Most implementations take 18–24 weeks.
Straightforward projects typically take 8–12 weeks.
More complex platform migrations can take up to 9 months.
Platform migrations:
Need to switch CRMs or email platforms? Migrations can be included as part of your project and are scoped and quoted based on complexity.
Payment plans:
We offer flexible 6-month payment plans to support a wide range of organizations. Your first payment serves as a deposit to reserve your spot and begin onboarding.
What You’re Actually Getting
A system that saves 75+ hours a month (that’s 900 hours a year), improves donor retention, and helps recover lapsed donors — without adding more work to your plate.
The goal isn’t just efficiency.
It’s building donor stewardship infrastructure that pays for itself through time saved and revenue protected.
We take on a limited number of clients each year so every project gets the care and attention it deserves.
Our calendar fills quickly — and once it’s booked, it’s booked.
Done For You System
Autopilot.
This done-for-you nonprofit automation system handles donor stewardship, streamlines your tech stack, and gives you room to breathe.
Comprehensive audit + cost analysis
Full integration & buildout
5 core retention workflows
Custom-written for your organization
Full training + documentation
Starting at
$30,000
“From 35% to 50% retention in under a year.” — H.O.P.E. Inc.
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“$41,893 year-end (vs $23K previous year)” — Mosaic Youth Theatre
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“$18,500 recovered in 90 days.” — Data Cleanup Client
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“It's made everything so much easier—even my admin says it's easier. It helped prepare us for the growth we're working for.” — 35% → 50% retention. Email opens nearly doubled. Click rates tripled. Kenita Executive Director, H.O.P.E., Inc. “It used to take me 6 months to onboard new donors. Now it's done in 6 minutes.” — 85% of new donors onboarded within 6 minutes of giving. Personalized welcome sequences increased new donor engagement by 22%. Client “I used to dread data — now it's our secret weapon.” — CRM records improved by 30% in completeness within 90 days. Lapsed donor campaigns recovered $18,500 in "lost" gifts. Client “We got 20 hours a month back and it shows in our fundraising results.” — Client
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“From 35% to 50% retention in under a year.” — H.O.P.E. Inc. 〰️ “$41,893 year-end (vs $23K previous year)” — Mosaic Youth Theatre 〰️ “$18,500 recovered in 90 days.” — Data Cleanup Client 〰️ “It's made everything so much easier—even my admin says it's easier. It helped prepare us for the growth we're working for.” — 35% → 50% retention. Email opens nearly doubled. Click rates tripled. Kenita Executive Director, H.O.P.E., Inc. “It used to take me 6 months to onboard new donors. Now it's done in 6 minutes.” — 85% of new donors onboarded within 6 minutes of giving. Personalized welcome sequences increased new donor engagement by 22%. Client “I used to dread data — now it's our secret weapon.” — CRM records improved by 30% in completeness within 90 days. Lapsed donor campaigns recovered $18,500 in "lost" gifts. Client “We got 20 hours a month back and it shows in our fundraising results.” — Client 〰️
Trusted by more than 3,000 nonprofits.
About us
Rachel Bearbower
I’ve been in the trenches of an underfunded, under-resourced nonprofit. I was an Executive Director doing exactly what you might be doing right now — and then I missed thanking a major donor.
That moment changed everything.
Not because I didn’t care. Because I didn’t have a system.
That’s when I became obsessed with building donor stewardship systems that actually work — so nonprofits can stop trying to do more with less, and you never have to carry that guilt again.
FAQs
What do automations actually do?
Automation handles the repeatable parts of donor engagement so they happen every time — without someone having to remember.
That includes things like sending timely thank-yous, welcoming new donors, following up after gifts, tagging donors correctly in your CRM, and triggering the right emails based on real behavior.
Automation doesn’t replace relationships. It protects them. It makes sure no donor slips through the cracks just because your team is busy.
Which nonprofit workflows can be automated?
Most nonprofits start with donor stewardship, because that’s where the biggest gaps usually are.
Common workflows we automate include:
Donation acknowledgments and thank-you emails
New donor welcome and onboarding
Recurring donor journeys
Lapsed donor re-engagement
Event follow-ups
Basic segmentation and tagging
Internal alerts and hand-offs
If it’s happening over and over — or should be happening but isn’t — it’s a good candidate for automation.
Can automation work with the tools we already use?
Yes — and in most cases, that’s the point.
We regularly work with tools nonprofits already have, like Bloomerang, Salesforce, Little Green Light, Mailchimp, Kit, Givebutter, FundraiseUp, and others. The problem usually isn’t the tools themselves — it’s that they aren’t connected or set up intentionally.
Our job is to make your existing stack actually work together before recommending anything new.
What’s the best workflow to automate first at a nonprofit?
Almost always: new donor follow-up and thank-yous.
That’s where retention is won or lost, and it’s where delays cause the most damage. Automating this one area alone can improve donor experience, retention, and staff sanity very quickly.
From there, we usually move into recurring donors and lapsed donor workflows.
How much does automation cost?
There’s a wide range, depending on how much is built and how complex your systems are.
Our done-for-you automation projects typically start around $30,000, with smaller DIY and audit options available for teams that aren’t ready for a full build.
What matters most isn’t the sticker price — it’s the ROI. Most nonprofits recover the investment through improved retention, reclaimed staff time, and recurring revenue growth.
How is NAA different from other nonprofit consultants?
We don’t hand you a strategy deck and wish you luck.
We design and build the systems — inside your actual tools — and make sure your team knows how to run them after we’re gone.
We also focus specifically on donor stewardship automation, not generic marketing or tech installs. That focus is why our clients see real retention and capacity gains, not just prettier workflows.
Do we need to buy new software to work with NAA?
Usually, no.
We start by evaluating what you already use and making sure it’s set up correctly. If a new tool is truly necessary, we’ll explain why and help you choose intentionally — not chase shiny features.
No surprise tech recommendations.
How much time can automation save our team?
Most teams save 10–20 hours per month, sometimes more.
That time usually comes from eliminating manual data entry, list pulling, email building, and “did anyone thank this donor?” cleanup. One client described it as getting a full workday back every week.
The bigger win, though, is mental space. Fewer dropped balls. Less guilt. Less late-night catching up.
Is automation only for large nonprofits?
Not at all.
Automation is often more important for small and mid-sized teams, because you don’t have extra staff to catch mistakes. If you’re a one- or two-person development team, you’re already relying on systems — they’re just manual and fragile.
We work with nonprofits from early growth stages through multi-million-dollar organizations. The approach changes, but the need for consistency doesn’t.
How is automation different from hiring more staff?
Staff still need systems.
Hiring another person without fixing broken workflows usually just moves the chaos around. Automation creates the infrastructure that allows people to do higher-value work — like building relationships, planning campaigns, and thinking strategically.
Automation doesn’t replace staff. It prevents burnout and makes every role more sustainable.
Do automated emails feel impersonal to donors?
Not when they’re done right.
In fact, most donors experience automation as more personal because they receive timely, relevant messages instead of generic blasts — or nothing at all.
The reality is this: a thoughtful automated email sent on time beats a perfectly personal email sent three weeks late (or never sent).
How long does it take to set up automation for nonprofits?
It depends on the scope, but most done-for-you builds take 8–12 weeks.
That includes auditing your current setup, cleaning up data issues, designing workflows, building automations, testing everything, and training your team.
We build in phases so you see wins along the way — not just at the end.
How do nonprofits measure the success of automation?
We look at three main things:
Retention (especially first-time and recurring donors)
Time saved by staff
Revenue protected or recovered
Open rates and clicks matter, but they’re not the goal. The real measure is whether donors feel cared for and your team feels less overwhelmed.
Why does NAA focus on donor stewardship automation?
Because that’s where nonprofits are quietly losing donors — and burning out staff.
Most teams care deeply about stewardship, but it depends on memory, time, and perfection. Automation turns good intentions into consistent action.
When stewardship runs reliably in the background, everything else gets easier.
What’s included in done-for-you nonprofit automation services?
Every project is tailored, but most include:
A full audit of your current systems
Donor journey and workflow mapping
CRM and email platform integration
Automated email and stewardship workflows
Data cleanup and tagging logic
Testing, documentation, and team training
A clear handoff so you’re not dependent on us
The goal is simple: systems that work, feel human, and keep working long after launch.
Ready to stop losing donors?
We'll show you exactly what automated donor stewardship looks like for your organization—and how we'd build it.
Guaranteed support. Proven results.
Every Autopilot project includes 1:1 implementation, full documentation, and systems your team actually wants to maintain.