# Thank You Letter to Donor, Drafted and Recorded Source: https://maito.app/workflows/thank-donors-and-record-what-the-gift-is-for When a gift arrives, Maito matches the donor in your CRM, records the stated purpose, drafts the thank-you from your template and sends it for approval. Each gift gets a matched donor, a recorded purpose and a thank-you draft, checked before it goes out. [Finance](https://maito.app/workflows/team/finance) · [Nonprofits](https://maito.app/workflows/industry/nonprofits) · When something happens · Updated October 19, 2026 Works with - Slack - Email - [HubSpot](https://maito.app/workflows/tool/hubspot) - [Salesforce](https://maito.app/workflows/tool/salesforce) - [Attio](https://maito.app/workflows/tool/attio) - [Pipedrive](https://maito.app/workflows/tool/pipedrive) - [QuickBooks](https://maito.app/workflows/tool/quickbooks) - [Xero](https://maito.app/workflows/tool/xero) - Gmail - Microsoft 365 - Superhuman Mail ## How do you send a thank you to a donor? To send a thank you to a donor, have Maito watch for new gifts. It matches the donor in your CRM, records any purpose they stated, drafts the acknowledgement from your template, flags receipt issues such as event tickets or possible duplicates, and posts it in Slack for finance to approve before sending. ## How it's done today Staff send receipts by hand and the donor's stated purpose is lost in an email. ## What Maito does 1. Match the gift to the right donor record 2. Record the purpose the donor stated 3. Draft an acknowledgement from the approved template 4. Check receipt history for gaps ## Example Loop run: New donation · $2,500 online **Maito** (11:30 AM): New gift: $2,500 from Priya Raman, Oct 19, online. • Purpose stated in the note: 'for the scholarship fund.' Recorded as restricted, Scholarship Fund. • Matched to Priya Raman, donor since 2021, 4 earlier gifts ($1,350). The CRM also has a P. Raman at the same address, possibly a duplicate. Draft thank-you (for Beth's review): Dear Priya, thank you for your $2,500 gift to the Scholarship Fund. It will go to this year's students, as you asked. Your support means a great deal to them. Catch: the form shows the gift includes two gala tickets at $120 each, so the receipt wording may need a benefit line, and the tax-deductible part may be less than $2,500. From the donation form, the CRM and the accounting records. Nothing has been sent. **Beth** (11:45 AM): the benefit value is $240 so the deductible amount is $2,260. Keep the P. Raman record separate for now. **Maito** (11:46 AM): Updated the draft with the $240 benefit and $2,260 as the deductible amount, as you said. P. Raman is left unmerged. The draft is waiting for your final okay before it's sent. ## How to set it up When something happens Thank donors and record what the gift is for Ask your agent “When a donation arrives, match the donor in our CRM, record any purpose they stated, and draft the acknowledgement from our template. Post it in #development for finance to approve before sending.” Connect CRM - HubSpot - Salesforce - Attio - Pipedrive Connect accounting software - QuickBooks - Xero Connect email - Gmail - Microsoft 365 - Superhuman Mail Not connected yet? Your agent sends you a link to sign in. ## What it won't do It doesn't give tax advice. Receipt wording and deductible amounts stay with your finance team. ## Questions ### Does it send the thank-you itself? No. It posts the draft and sends only after approval. ### How does it record what the gift is for? It reads the donor's note or form and records the purpose in your CRM and accounting once approved. ### Which tools does it use? HubSpot, Salesforce, Attio or Pipedrive, QuickBooks or Xero, and Gmail, Microsoft 365 or Superhuman Mail. ## More finance workflows - [Log and match every invoice Invoices from email get read, logged and matched to purchase orders. Finance · When something happens Works with Gmail, Microsoft 365, QuickBooks, Xero.](https://maito.app/workflows/log-and-match-every-invoice) - [Review expenses against policy Expenses get checked against the policy before a person approves them. Finance · When something happens Works with Ramp.](https://maito.app/workflows/review-expenses-against-policy) - [Prep the month-end close checklist Know which close tasks are done, late or blocked. Finance · On a schedule Works with Linear, Asana.](https://maito.app/workflows/prep-the-month-end-close-checklist) - [Explain a budget variance See why spending is over or under budget, line by line. Finance · When you ask Works with QuickBooks, Xero, Airtable, Microsoft 365.](https://maito.app/workflows/explain-a-budget-variance) - [Chase overdue invoices Customers with overdue invoices get polite, correct reminders. Finance · On a schedule Works with QuickBooks, Xero, Gmail, Microsoft 365.](https://maito.app/workflows/chase-overdue-invoices) - [Build a forecast scenario Ask "what if" and get the forecast redone with your assumptions. Finance · When you ask Works with Airtable, Microsoft 365.](https://maito.app/workflows/build-a-forecast-scenario) [See all workflows](https://maito.app/workflows) ## Put your AI teammate to work. Set it up in minutes. Start with this one, and let it earn the next one. [Put Maito to work](https://maito.app/login?returnTo=%2Fworkflows%2Fthank-donors-and-record-what-the-gift-is-for)[Book a demo](mailto:support@maito.app?subject=Maito%20demo)