Smarter Week

AI and automation by role

How Fundraisers / development officers can use AI and automation

Below are 13 common tasks for Fundraisers / development officers, most common first. For each one you get the best fix (AI, automation, a feature in software you already have, or a simpler process), the steps to set it up and, for AI fixes, a prompt to copy.

Also called: Development Director, Grant Writer, Development Officer, Grants Manager, Major Gifts Officer, Donor Relations Manager, Development Associate, Executive Director

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Task 1 · typically 240 min, once a week

Write grant applications and letters of inquiry

AIBest fix

Have AI draft grant answers from your past applications

Load your strongest past proposals, budget narrative and program facts into a grant AI tool or a Claude Project, ChatGPT Project or Gem. It drafts answers to the new funder's questions, which you tailor and fact-check.

Typically saves about 45% of the time30 min to set up
  1. 1Collect three funded proposals, your boilerplate (mission, history, programs) and latest outcomes.
  2. 2Load them into a grant tool (Grantable, Instrumentl) or a Claude Project, ChatGPT Project or Gemini Gem.
  3. 3Paste the new funder's questions and guidelines with the prompt below.
  4. 4Tailor to the funder's priorities and check every number and claim.
Prompt to copy
Using our past proposals and program facts as the source, draft answers to this funder's questions: [PASTE QUESTIONS AND WORD LIMITS]. Funder priorities: [PASTE FROM GUIDELINES]. Program and budget: [DETAILS]. Answer each question within the word limit, lead with outcomes, use the funder's language where it is true for us, and mark anything not supported by our documents as [CHECK]. Do not invent statistics.

Tools: Grantable · Instrumentl · Claude Projects · ChatGPT Projects · Gemini Gems

One more way to fix it
Process fix

Keep a grant content library of approved answers

Most applications ask the same 20 questions. A library of current, approved answers (mission, need statement, evaluation, DEI, budget narrative, bios) in several lengths cuts each application to tailoring.

Typically saves about 35% of the time4 h to set up
  1. 1Pull the questions from your last ten applications and group the repeats.
  2. 2Write or pick the best answer for each, in 100, 250 and 500-word versions.
  3. 3Store them in one shared document or your grant tool, with a date and owner.
  4. 4Update the numbers each quarter.

Tools: Google Docs, Word or Notion · Instrumentl or Grantable libraries

How to automate this task

Task 2 · typically 45 min, once a week

Write donor thank-you letters and emails

AutomationBest fix

Send thank-yous and tax receipts automatically from the donor CRM

Your donor CRM or giving platform can send a personalized thank-you and receipt the moment a gift arrives, with different letters for first-time, recurring and major donors. You only hand-sign the important ones.

Typically saves about 65% of the time2 h to set up
  1. 1Write three or four thank-you templates (first gift, repeat, monthly, major) with merge fields.
  2. 2Turn on automatic acknowledgements in your CRM or giving platform.
  3. 3Set a rule: gifts above a set amount create a task for a personal call or note.
  4. 4Review the templates twice a year.

Tools: Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce) · Givebutter, GoFundMe Pro or Donorbox

One more way to fix it
AI

Have AI draft appeals and personal donor notes in your voice

AI drafts appeal letters, email series and personal notes from your story, ask and segment. You pick the best lines and make sure every fact is right.

Typically saves about 45% of the time5 min to set up
  1. 1Gather the story, the specific ask and who it is going to (segment, past giving).
  2. 2Use the prompt below with a past appeal that did well.
  3. 3Ask for two versions and pick the best parts.
  4. 4Check facts and names, then load into your CRM or email tool.
Prompt to copy
Write a [PRINT APPEAL / 3-EMAIL SERIES / PERSONAL NOTE] for [ORGANISATION] to [SEGMENT, e.g. donors who gave last year but not this year]. Story: [STORY]. The ask: [AMOUNT OR ACTION] for [WHAT IT FUNDS]. Match the voice of this past appeal: [PASTE]. Lead with one person or moment, make the donor the hero, one clear ask, under [LENGTH]. Do not invent facts or statistics.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce)

How to automate this task

Task 3 · typically 60 min, once a week

Enter donations and match them across systems

AutomationBest fix

Connect your giving platforms to the CRM so gifts enter themselves

Online donations, events and payment processors can sync gifts straight into the donor CRM with the right fund and campaign. You only enter cheques, and even those can be scanned.

Typically saves about 65% of the time2 h to set up
  1. 1List every place money comes in (website form, events, Facebook, PayPal, cheques).
  2. 2Turn on the native integrations between those tools and your CRM, or build a Zapier or Make flow.
  3. 3Map each source to the right fund and campaign.
  4. 4Reconcile with finance monthly and fix duplicates in one batch.

Tools: Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce) · Givebutter, GoFundMe Pro or Donorbox · Zapier or Make

How to automate this task

Task 4 · typically 60 min, once a week

Research funders and grant opportunities

Software featureBest fix

Use a grant database that matches funders to your programs

Grant research tools match your programs and location to foundations and government grants, show past giving and deadlines, and track your pipeline, instead of searching funder websites one by one.

Typically saves about 50% of the time1 h to set up
  1. 1Set up a profile of your programs, location and budget in a grant tool (Instrumentl, Candid Foundation Directory, GrantStation; Grants.gov for federal).
  2. 2Save searches and turn on alerts for new matches.
  3. 3Check each funder's past grants to similar organizations before applying.
  4. 4Track deadlines and status in the tool, not a spreadsheet.

Tools: Instrumentl · Candid Foundation Directory · GrantStation · Grants.gov

One more way to fix it
AI

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Task 5 · typically 30 min, a few times a week

Research donors and prospects before meetings and asks

Software featureBest fix

Use prospect research and AI briefs before donor meetings

Wealth and philanthropy screening tools and your CRM's AI features rank donors by capacity and likelihood, and an AI research mode can draft a one-page brief from public sources.

Typically saves about 45% of the time1 h to set up
  1. 1Run a screening of your donor file with your CRM's built-in tools or a service like DonorSearch.
  2. 2Pick the top prospects for personal outreach.
  3. 3Before each meeting, ask an AI research mode for a brief from public sources and check every claim.
  4. 4Record what you learn in the CRM, not in your head.

Tools: DonorSearch · iWave · Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce) · ChatGPT Deep Research or Claude Research

One more way to fix it
AI

Use AI research mode and check the sources

Deep Research modes in ChatGPT, Claude, Gemini and Perplexity read dozens of pages and give you a cited summary.

Typically saves about 55% of the time5 min to set up
  1. 1Write the exact question and what you will use the answer for.
  2. 2Run it in a research mode (ChatGPT Deep Research, Claude Research, Gemini Deep Research or Perplexity).
  3. 3Open the two or three key sources it cites and confirm them.
  4. 4Save the summary where your team can find it.
Prompt to copy
Research [QUESTION]. I need this to [DECISION OR USE]. Give me a one-paragraph answer first, then the key facts as bullets with a source link for each, then what is uncertain or disputed.

Tools: ChatGPT Deep Research · Claude Research · Gemini Deep Research · Perplexity

How to automate this task

Task 6 · typically 120 min, once a month

Write appeal letters and email campaigns

AIBest fix

Have AI draft appeals and personal donor notes in your voice

AI drafts appeal letters, email series and personal notes from your story, ask and segment. You pick the best lines and make sure every fact is right.

Typically saves about 45% of the time5 min to set up
  1. 1Gather the story, the specific ask and who it is going to (segment, past giving).
  2. 2Use the prompt below with a past appeal that did well.
  3. 3Ask for two versions and pick the best parts.
  4. 4Check facts and names, then load into your CRM or email tool.
Prompt to copy
Write a [PRINT APPEAL / 3-EMAIL SERIES / PERSONAL NOTE] for [ORGANISATION] to [SEGMENT, e.g. donors who gave last year but not this year]. Story: [STORY]. The ask: [AMOUNT OR ACTION] for [WHAT IT FUNDS]. Match the voice of this past appeal: [PASTE]. Lead with one person or moment, make the donor the hero, one clear ask, under [LENGTH]. Do not invent facts or statistics.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce)

One more way to fix it
Software feature

Use CRM segments and engagement scores to target follow-up

Saved segments (lapsed, slipping, first-time, monthly) and engagement scores in your CRM tell you who to contact this week, and automated journeys handle the routine touches.

Typically saves about 40% of the time2 h to set up
  1. 1Build saved lists: gave last year but not this year, first-time donors in 90 days, monthly donors whose card failed.
  2. 2Use your CRM's engagement or retention score to rank them (Bloomerang, Virtuous and others have one).
  3. 3Set up an automated email journey for each segment.
  4. 4Make personal calls only to the top of each list.

Tools: Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce) · Mailchimp or Constant Contact

How to automate this task

Task 7 · typically 45 min, once a week

Follow up with lapsed or slipping donors

Software featureBest fix

Use CRM segments and engagement scores to target follow-up

Saved segments (lapsed, slipping, first-time, monthly) and engagement scores in your CRM tell you who to contact this week, and automated journeys handle the routine touches.

Typically saves about 40% of the time2 h to set up
  1. 1Build saved lists: gave last year but not this year, first-time donors in 90 days, monthly donors whose card failed.
  2. 2Use your CRM's engagement or retention score to rank them (Bloomerang, Virtuous and others have one).
  3. 3Set up an automated email journey for each segment.
  4. 4Make personal calls only to the top of each list.

Tools: Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce) · Mailchimp or Constant Contact

One more way to fix it
AI

Have AI draft appeals and personal donor notes in your voice

AI drafts appeal letters, email series and personal notes from your story, ask and segment. You pick the best lines and make sure every fact is right.

Typically saves about 45% of the time5 min to set up
  1. 1Gather the story, the specific ask and who it is going to (segment, past giving).
  2. 2Use the prompt below with a past appeal that did well.
  3. 3Ask for two versions and pick the best parts.
  4. 4Check facts and names, then load into your CRM or email tool.
Prompt to copy
Write a [PRINT APPEAL / 3-EMAIL SERIES / PERSONAL NOTE] for [ORGANISATION] to [SEGMENT, e.g. donors who gave last year but not this year]. Story: [STORY]. The ask: [AMOUNT OR ACTION] for [WHAT IT FUNDS]. Match the voice of this past appeal: [PASTE]. Lead with one person or moment, make the donor the hero, one clear ask, under [LENGTH]. Do not invent facts or statistics.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Your donor CRM (Bloomerang, DonorPerfect, Little Green Light, Neon CRM, Virtuous, Blackbaud Raiser's Edge NXT or Salesforce)

How to automate this task

Task 8 · typically 120 min, once a month

Organize fundraising events, tickets and auctions

Software featureBest fix

Run tickets, sponsors and auction in one event platform

Event fundraising platforms handle tickets, sponsorships, mobile bidding, checkout and receipts, and sync to your CRM, so you are not reconciling spreadsheets for weeks after the event.

Typically saves about 45% of the time3 h to set up
  1. 1Pick one platform for the whole event (Givebutter, GoFundMe Pro, OneCause or Greater Giving).
  2. 2Set up ticket types, sponsorship levels and auction items with photos.
  3. 3Use mobile bidding and card-on-file checkout.
  4. 4Sync results to your CRM and send thank-yous from it.

Tools: Givebutter · GoFundMe Pro · OneCause · Greater Giving

How to automate this task

Task 9 · typically 180 min, once a month

Write grant reports and funder updates

AIBest fix

Have AI draft the grant report from your data and the original proposal

Give AI the funder's report questions, what you promised in the proposal and this period's numbers and notes. It drafts each answer against the promised outcomes, which you check and add stories to.

Typically saves about 45% of the time10 min to set up
  1. 1Gather the report template or questions, the original proposal's outcomes and this period's data.
  2. 2Remove client names and identifying details.
  3. 3Use the prompt below in your organization's approved AI tool.
  4. 4Check every number against your records and add one real (consented, anonymized) story.
Prompt to copy
Draft answers to this funder's report questions: [PASTE QUESTIONS]. What we promised in the proposal: [PASTE OUTCOMES AND TARGETS]. What happened this period: [PASTE NUMBERS AND NOTES]. For each question, answer in the funder's word limit, compare results with the target, explain any gap honestly with what we are doing about it, and keep a warm, factual tone. Do not invent numbers or stories; mark anything missing as [MISSING].

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Grantable or Instrumentl AI

One more way to fix it
Software feature

Track outcomes in one system so reports pull themselves

When attendance, services and outcomes are recorded in one case management or outcomes system, funder and board reports become a saved report you run, not a month-end spreadsheet hunt.

Typically saves about 50% of the time4 h to set up
  1. 1List the numbers every funder asks for (people served, sessions, outcomes, demographics).
  2. 2Make sure each one is a field in your case management or program system, not a side spreadsheet.
  3. 3Build a saved report or dashboard for each funder.
  4. 4Schedule it to run monthly and spend your time on the story, not the counting.

Tools: Your case management system (Bonterra Apricot, CaseWorthy, Penelope, Salesforce or similar) · Salesforce for nonprofits · Airtable · Power BI or Google Data Studio

How to automate this task

Task 10 · typically 120 min, once a month

Prepare board and committee reports

AIBest fix

Turn your rough notes into the weekly update with AI

Jot bullet points through the week; AI turns them into a clean update in the format your manager expects.

Typically saves about 60% of the time5 min to set up
  1. 1Keep a running note of what you did and what is blocked.
  2. 2Paste the note and last week's update (for format) into the AI assistant.
  3. 3Use the prompt below and check every fact.
  4. 4Send it or post it.
Prompt to copy
Turn my rough notes into this week's status update. Match the format and length of last week's update. Group by project, lead with results, flag anything blocked and what I need. Do not add anything that is not in my notes.

Last week's update:
[PASTE]

My notes this week:
[PASTE]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

One more way to fix it
Automation

Build the report once so it refreshes itself

Connect the spreadsheet or dashboard straight to the source so next week's report is already done.

Typically saves about 80% of the time4 h to set up
  1. 1List where each number comes from.
  2. 2Use Power Query (Excel), a connected sheet, or a Google Data Studio or Power BI dashboard pulling from the source.
  3. 3Schedule the refresh and send the link instead of an attachment.

Tools: Excel Power Query · Power BI · Google Data Studio (formerly Looker Studio) · Google Sheets connectors

How to automate this task

Task 11 · typically 60 min, once a week

Write impact stories, newsletters and social posts

AIBest fix

Have AI turn program notes into newsletters and social posts

Give AI your rough notes, a quote and the numbers; it drafts a short impact story plus newsletter and social versions in your voice. You check facts and consent.

Typically saves about 50% of the time5 min to set up
  1. 1Collect the facts, a quote (with written consent) and one or two numbers.
  2. 2Remove anything that could identify a client who has not consented.
  3. 3Use the prompt below with an example of a post you liked.
  4. 4Edit for voice and accuracy, then schedule.
Prompt to copy
Write an impact story for [ORGANISATION]'s supporters about [PROGRAM]. Facts: [NOTES]. Quote (consented): [QUOTE]. Numbers: [NUMBERS]. Give me: 1) a 200-word newsletter story with a headline, 2) a 60-word social post, 3) a one-line email subject. Match the tone of this example: [PASTE]. Dignified, not pitying. Do not invent details or quotes.

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Canva Magic Write

How to automate this task

Task 12 · typically 45 min, every day

Sort through and reply to email

AIBest fix

Have AI draft replies to routine email

Paste the thread and a one-line instruction; edit the draft instead of writing from a blank page. Most routine replies take a minute instead of five.

Typically saves about 35% of the time5 min to set up
  1. 1Open the AI assistant your company allows (or the one built into Outlook or Gmail).
  2. 2Paste the email thread, or use the built-in "draft reply" button.
  3. 3Tell it the point you want to make in one line.
  4. 4Read the draft, fix anything wrong, and send.
Prompt to copy
Draft a reply to the email below. My point: [WHAT YOU WANT TO SAY IN ONE LINE]. Keep it under 120 words, friendly and direct, and match the tone of the sender. Do not invent facts or commitments.

Email:
[PASTE THE EMAIL]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot · Gmail "Help me write" or Outlook Copilot

One more way to fix it
Process fix

Batch email twice a day and let rules file the noise

Rules move newsletters, notifications and CCs out of your inbox, and checking at set times stops email from cutting your day into pieces.

Typically saves about 25% of the time20 min to set up
  1. 1Create rules that move notifications, newsletters and emails where you are only CC'd into folders.
  2. 2Turn off desktop and phone notifications for email.
  3. 3Pick two or three set times a day to process the inbox to zero.
  4. 4Tell your team that anything urgent should come by phone or chat.

Tools: Outlook or Gmail rules

How to automate this task

Task 13 · typically 30 min, every day

Copy the same information between systems or spreadsheets

AutomationBest fix

Connect the two systems so data moves itself

A Zapier, Make, n8n or Power Automate flow copies new records from one system to the other the moment they appear.

Typically saves about 80% of the time2 h to set up
  1. 1Write down the trigger ("new row in", "new form submission", "deal marked won") and where it should go.
  2. 2Check if the two tools already have a built-in integration; turn it on if so.
  3. 3If not, build a two-step flow in Zapier, Make, n8n or Power Automate.
  4. 4Run it next to your manual process for a week, then stop copying by hand.

Tools: Zapier · Make · n8n · Microsoft Power Automate

One more way to fix it
AI

Have AI pull the details out into a table you can paste

Paste emails, PDFs or forms and get back clean rows in the exact columns your system needs.

Typically saves about 60% of the time5 min to set up
  1. 1Collect the source text (emails, PDFs, screenshots).
  2. 2Give the AI the column names you need.
  3. 3Paste the table into your spreadsheet or import file.
  4. 4Spot-check a few rows against the source.
Prompt to copy
Extract the following fields from the text below into a table with exactly these columns: [COLUMN 1], [COLUMN 2], [COLUMN 3]. One row per [ITEM]. Leave a cell blank if the value is not stated. Do not guess.

[PASTE TEXT OR ATTACH FILES]

Tools: ChatGPT, Claude, Gemini or Microsoft Copilot

How to automate this task

Quick wins

Have you tried…

Have you had AI draft a reply to a tricky or routine email?
You paste the email and say the point you want to make; the AI writes a draft you edit. Outlook and Gmail now have this built in.
Have you connected two apps so information copies itself between them?
Tools like Zapier, Make or Power Automate watch for something new in one app and create it in the other, so nobody retypes it.
Have you had AI draft a grant report from your data and the original proposal?
You paste the funder's questions, what you promised and this period's numbers. AI drafts each answer for you to check and add a real story to.
Have you tried a grant-writing AI that learns from your past applications?
Tools like Grantable or Instrumentl, or a Claude Project or ChatGPT Project loaded with your best proposals, draft answers to a new funder's questions in your voice.
Do thank-you emails and receipts go out automatically when a gift arrives?
Your donor CRM can send a personal-sounding thank-you and tax receipt within minutes of a gift, and flag big gifts for a personal call.
Do online and event donations flow into your donor CRM by themselves?
Giving platforms can sync each gift straight into the CRM with the right campaign, so nobody downloads and re-enters donations.
Have you let an AI notetaker write your meeting notes and action items?
Tools like Copilot in Teams, Zoom AI Companion or Otter join the call, write the summary and list who owes what. You just check it and send.
Do you send a booking link instead of emailing back and forth about times?
A booking link shows your free times so the other person picks one. Outlook and Google Calendar both have this built in.

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