Donation Pledges to Google Sheets: A Review Ledger
A pledge is an intention to give. Sending it to a spreadsheet makes the intention available for review; it does not charge the donor, record a settled payment or issue a receipt. Keep pledged amounts and received funds in separate records with an explicit reconciliation process.
Connect a form that describes the actual action
The Donation Pledge template collects a name, proposed amount, currency, optional designation and timing, plus a follow-up preference. Its ending acknowledges an intention rather than a payment. The No follow-up branch skips the email question. Do not use a separate email-marketing integration to override that preference.
Save the form and authorize Google Sheets in Integrations. Zunoform creates a spreadsheet containing Responses; use Open spreadsheet to inspect it. Google Sheets is included on Free. Column headings come from the form automatically, and the setup currently has no existing-sheet picker or manual mapping panel.
Design the pledge review record
Scroll sideways to read all three columns.
| Source information | Review field | Meaning |
|---|---|---|
| Response ID | Pledge source reference | Identifies one submission, including later clarification. |
| Intended pledge amount and currency | Reviewed amount and currency | An intention in a named currency, not cash received. |
| Preferred designation | Confirmed designation or question | A request that the organization may need to discuss. |
| Intended giving date | Planning date | An expectation, not an automatically scheduled debit. |
| Permission to contact; optional email | Allowed follow-up route | Whether a conversation about this pledge was requested or permitted. |
| Separately verified payment record | Received-funds reference | Evidence maintained through the organization’s actual payment process. |
Use separate source and review tabs
Keep Responses unchanged as the integration-managed input. Add a Review tab with source ID, reviewed amount, currency, designation, status and any separately verified payment reference. The connection does not create that ledger or match a payment to a pledge; your team defines and maintains the relationship.
The worker sends values as RAW text. Check amount conversion before aggregation, and keep different currencies in separate totals. Do not silently apply an exchange rate or label a mixed-currency sum as a single amount. A blank or unclear currency is a review question.
Illustrative ledger: three intentions
Scroll sideways to read all three columns.
| Pledge record | Review state | How to present it |
|---|---|---|
| A: 100 USD, no follow-up requested | Recorded intention; no payment evidence | 100 USD pledged, with no received amount inferred. |
| B: 50 GBP, asks about designation | Awaiting clarification | Show in pending GBP intentions according to your agreed reporting rule. |
| C: 75 USD, separate payment record verified for 25 USD | Partially matched by the reviewer | 75 USD pledged and 25 USD received shown as different measures. |
Resolve repeats without guessing
A second submission from the same name could be a correction or an additional intention. Ask the appropriate reviewer to establish which it is and record the relationship. Do not overwrite an earlier pledge or add every repeated amount without checking. A repeated Response ID can also indicate duplicate delivery rather than another intention.
For the illustrative ledger, an accepted USD pledge total could be 175 USD if A and C are both included under the chosen review rule. The verified received amount is separately 25 USD. The GBP record remains in its own category. These figures demonstrate record handling, not an accounting or currency-conversion method.
Test before relying on the ledger
Submit a sample intention
Use fictional details on a saved test form and confirm the row arrives in the linked spreadsheet. Verify amount, currency, source ID and date.
Exercise the No follow-up path
Confirm that the email question is skipped and that the review process respects the recorded answer.
Review a repeated entry
Decide whether the sample represents a replacement or an additional intention, then record the reasoning and source references.
Reconcile delivery separately
If a saved response is missing from the sheet, inspect the connection and destination. Check for the source ID before any manual recovery to avoid counting a retry twice.
Start with the matching form
Questions people ask
Does this collect a donation?
No. It records an intended donation. Payment arrangements, settlement verification and receipts happen through separate processes.
Can I combine all currencies in one total?
Keep totals separated by currency unless a reviewed reporting process explicitly defines conversion. The integration does not select or apply exchange rates.
Does the intended date schedule a payment?
No. It is a planning answer. It does not schedule a debit or prove that funds were received.
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