Running a nonprofit auction can be an incredibly rewarding way to engage supporters and raise additional funds for your mission. However, the process can feel overwhelming without the right tools to streamline your efforts. Thankfully, software for nonprofits makes it easier than ever to host successful auctions while saving time and energy.

If you’ve ever wondered whether investing in auction software like AuctionSnap is worth it, you’re not alone. Many nonprofits rely on their CRM to manage aspects of their auction, but combining a CRM with specialized auction software can unlock a more efficient and seamless way to manage your event from start to finish.

In this article, we’ll explore how to get the most out of your nonprofit CRM for auction management, where its limitations may appear, and when dedicated auction tools can take your events to the next level.

How to Manage Your Auction with Your Nonprofit CRM

Track Event Attendance

Your CRM is designed to help you capture and manage valuable information about your constituents. It is important to keep track of which of your supporters attend which events. This information is useful in your reporting, as you might want to see a connection between event attendance and giving levels. Also, if someone has attended an event in the past, you’ll want to ensure they are on the guest list for the next one. It is easy to track what contacts in your database attend what events using DonorSnap’s interaction records.

Track Auction Donations

It’s important to log all auction-related activity in your CRM to ensure proper acknowledgment and reporting. Keep track of the following donations and classify them as such:

• Auction Item Donations: Track donations like item contributions (e.g., a local business donating a gift basket). Be sure to categorize these under the appropriate campaign (e.g., Annual Campaign) and appeal (e.g., Winter Ball). These will most likely be classified as In Kind donations.
• Auction Wins: Record the donations received from auction item winners. There are certain tax implications to be aware of when thanking guests for auction items won; however, the full donation amount should be entered into your CRM.
• Additional Donations: Oftentimes guests will leave an additional donation at events. Keep track of this separately from their auction wins for accurate record keeping.

For example, if someone wins a weekend getaway package for $2,000 at your auction, track that as an auction win, but separately from a $500 unrestricted donation they also gave during the event.

(AuctionSnap Benefit: If you are using AuctionSnap, all of these donations will be categorized as such in AuctionSnap and created as a proper record in DonorSnap when you send over the data.)

Send Personalized Thank You Letters

Sending timely and personalized thank-you letters is important for stewarding donors effectively. Use your CRM to acknowledge event attendance, highlight key moments from the event, and include tailored details such as the item they won or their specific donation. This thoughtful approach demonstrates that you value their support and fosters a stronger connection. With DonorSnap, nonprofits can leverage batch codes to create custom thank-you letters and efficiently send them out in bulk, adding a personal touch to their donor communications. You also have the option to either print or email your thank you letters, making things easier and saving on postage costs. 

The Benefits of Integrated Auction Software

While your nonprofit CRM is a powerful tool, there are situations where dedicated auction management software can significantly enhance your auction’s success.

Listing Items & Building Momentum Before The Event

Without auction software, nonprofits are limited to creating an auction catalog or just having the items on display at the actual event. With tools like AuctionSnap, nonprofits can upload full item descriptions, images, and offer purchase options such as “buy it now.” All items can be shared via a link prior to the auction to help build excitement. This can significantly increase interest and participation in your auction.

Automating Bidding and Notifications

Without auction software, most nonprofits resort to paper bid sheets. This can be messy and disorganized, creating a lot of administrative work after the event. Auction software often includes features like auto-bid capabilities, real-time notifications, and bidder watchlists. These features enhance the guest experience and encourage higher bids, ultimately raising more funds for your organization.

Invoicing and Receipts

While there are ways to invoice and send receipts from DonorSnap, having everything streamlined in auction software is a huge time saver for nonprofits. When using a system like AuctionSnap, auction winners are automatically sent a receipt via email. They can check out directly from their phones and have that data feed back into the system. From there, users can upload the transaction data to DonorSnap and have everything logged and falling in the appropriate data fields.

Simplifying Checkout and Payments

Gone are the days of long checkout lines. Auction software offers secure mobile checkout options, allowing guests to pay quickly and easily from their phones. This not only improves the guest experience but also simplifies post-event reconciliation for your team.

Final Thoughts

The best approach for managing your auction is to leverage the strengths of both your nonprofit CRM and a dedicated auction management system. Use your CRM to handle donor records, event attendance, and acknowledgment processes. Pair it with auction software to streamline bidding, payment, and reporting.

By integrating these tools, you’ll not only save countless hours of admin time but also create a more engaging and successful auction experience for your supporters.

Learn more about how DonorSnap and AuctionSnap work together here.