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From donation to impact with Nora: automating non-profit operations

From donation to impact with Nora: automating non-profit operations

charity in action
  • Industry: Non-profit organizations
  • Challenge: Manual processing of donations, donor engagement, and financial reporting
  • Solution: HachiAI’s AI agents—led by Nora, supported by Jax and Finley

Discover how Nora and her fellow AI agents automated over 90% of donation-related workflows, tripled processing capacity, and unlocked real-time donor intelligence

Background

A nationally recognized Canadian non-profit—one of the top 10 by impact—was struggling to keep pace with growing donation volumes and increasing donor engagement demands. Staff spent hours every week manually processing multi-channel donations, updating records, generating tax receipts, and preparing reports. This left little time for strategic donor outreach or fundraising innovation.

Major challenges

  • Donations arriving through 12+ disparate channels
  • Manual entry into ETAP (donation system) and QuickBooks
  • Lack of real-time visibility into donor activity
  • Static reports and fragmented engagement data
  • Complex, error-prone tax receipt generation
  • Reactive rather than predictive donor communication

Traditional workflow

Non-profit staff were responsible for:

  • Receiving donations via web, direct mail, events, and third-party platforms
  • Manually flagging donations as new or existing and updating donor profiles
  • Entering data into ETAP and transferring monthly summaries into QuickBooks
  • Generating and emailing tax receipts
  • Segmenting donors and sending bulk communications
  • Pulling data for board reports and executive dashboards

HachiAI's solution

To automate this complex process, HachiAI deployed a team of AI agents:

  • Nora orchestrated the entire donation-to-reporting workflow, handling donor segmentation, predictive engagement, and personalized outreach.
  • Jax automated data extraction and donation intake across all channels.
  • Finley handled the seamless handoff from ETAP to QuickBooks, including reconciliation and reporting.

Together, these agents automated over 90% of all donation-related tasks.

Automated workflow

AI agents now handle:

  • Extracting donations from over a dozen sources (Jax)
  • Posting donations into ETAP and flagging new vs. existing donors (Nora)
  • Creating donor profiles and generating tax receipts (Nora)
  • Seamless syncing with QuickBooks for accounting updates (Finley)
  • Generating real-time dashboards and predictive donor insights (Nora)
  • Automating personalized donor communication and outreach (Nora)

npo-workflow

Results achieved

  • 90%+ of donation workflows automated
  • 3x transaction processing speed
  • Elimination of manual reporting
  • Real-time dashboard with actionable insights
  • Increased donation growth through personalized engagement
  • Freed staff time to focus on relationship building and strategic outreach

Key capabilities used

  • Multi-channel donation intake
  • Donor data extraction and profile creation
  • Integration with ETAP and QuickBooks
  • Predictive donor segmentation and churn modeling
  • Personalized communications 
  • Dynamic dashboarding and KPI tracking

Why HachiAI?

HachiAI equips non-profits with purpose-built AI agents who free up teams to focus on what matters most: building relationships, securing funding, and advancing their mission. With Nora and her fellow agents, your organization can reduce manual work, increase donation velocity, and deliver a more personalized donor experience—at scale.

Ready to eliminate manual reporting and triple your donation processing capacity? Request a demo