Recording offline and manual donations

Not every gift arrives through your campaign page. Checks in the mail, cash at an event, a wire transfer to your bank — you can record all of these in Pledgix so your campaign total, team leaderboards, and public feed reflect everything you've raised.

Who can add manual donations

Anyone with donation-editing permission on the campaign (campaign managers and above) can record, edit, and delete manual donations.

Adding a donation

1. Open your campaign and go to the Donations tab.
2. Click the Add Donation button.
3. Fill in the Donor Information section:

• First Name and Last Name — first name is required unless the gift is anonymous.
• Email (for receipt) — optional, but needed if you ever want to send this donor a receipt.
• Phone — optional.
• Check the anonymous option to record the gift without publishing a name. Anonymous gifts show as "Anonymous" everywhere public.

1. Enter the amount and currency. If the gift was in a different currency than your campaign's goal currency, Pledgix converts it so it counts correctly toward your goal.
2. Choose a Status:

• Approved — the money is in hand. The donation counts toward your total immediately.
• Pending — promised but not yet received (for example, a check you're waiting on). Pending gifts don't count toward your total until you change them to Approved.

1. Choose the Payment Method: Cash, Check, Wire Transfer, Credit Card (Offline), Bit, or Other.
2. Optionally:

• Credit a team — search by team name or team code so the gift counts toward that team's progress. One-time gifts can also be split across multiple teams: switch to split mode and pick two or more teams, and the amount is divided evenly between them.
• Set the donation date — useful when entering gifts received earlier. If you leave it blank, the current time is used.
• Add a dedication (shown publicly with the gift) and internal notes (never shown to donors).
• Silent entry — on Pledgix Pro and Political plans (the Pledgix team can enable it for other campaigns on request), a checkbox lets you record the gift without sending any receipt, team notification, or public announcement. It still counts toward your totals. Handy for batch-entering historical gifts.

1. Click Add Donation to save — or Save & Add Another if you're entering a stack of checks and want to keep the form open.

For political campaigns, the form also includes your configured compliance questions (citizenship, address, employer), and required questions must be answered before saving.

Setting up a recurring plan for a donor

Add Donation isn't only for money already in hand. On campaigns where recurring giving is available, the form has a recurring mode: enter the donor's card details (they go straight to the payment processor — the donor's email is required), choose Monthly or Installments, and set the number of months. The plan then charges on schedule exactly as if the donor had signed up through your campaign page — perfect for commitments taken over the phone.

What happens after you save

• An Approved donation immediately raises your campaign total, updates the team it's credited to, and appears in the public donations feed (unless anonymous, in which case the name is hidden).
• A Pending donation is listed under the Pending / Failed / Refunds tab and doesn't affect totals until approved.
• If the donor has an email on file, you can send them a PDF receipt at any time using Resend Receipt on the donation row.

Editing and deleting

Manual donations stay fully editable — amount, currency, method, status, team, date, dedication, and notes. You can also delete a manual donation entirely; your campaign totals are recalculated automatically. See Editing or correcting a donation.

Tip: Prefer marking a donation Refunded over deleting it when money actually changed hands and was returned — that keeps a clean audit trail while removing it from your totals.

Recording lots of donations at once

If you have dozens or hundreds of offline gifts (for example, from a previous system or a gala night), don't type them one by one — use the spreadsheet import instead. See Importing donations from a spreadsheet.