Free Excel template · Excel for nonprofits

Free Excel donation tracker for nonprofits

For small nonprofits and volunteer groups that need a clear record of gifts without paying for donor software. Log each gift on one row; the template totals each campaign against its goal, shows what is still needed, counts unique donors, gives the median and average gift, counts gifts that still need a thank-you, and pulls up any donor's lifetime giving.

cellwise-nonprofit-donation-tracker-template.xlsxExcel workbook · 4.6 KB · works in Excel, Google Sheets, Numbers and LibreOffice · no signup

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Preview and try it

This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.

	A	B	C	D	E	F	H	I	J	K	L
1	Date	Donor ID	Campaign	Amount	Method	Thanked	Campaign	Goal	Raised	% of goal	Still needed
2	Oct 3, 2026	D-1042	Year-End Appeal	250	Online	Yes	Year-End Appeal	15000	2900	0.193	12100
3	Oct 5, 2026	D-1007	Gala	1500	Check	Yes	Gala	20000	7250	0.363	12750
4	Oct 9, 2026	D-1042	Year-End Appeal	25	Online	Yes	Food Drive	2500	220	0.088	2280
5	Oct 12, 2026	D-1118	Year-End Appeal	100	Online	Yes
6	Oct 15, 2026	D-1007	Year-End Appeal	500	Check	Yes	Total raised		10370
7	Oct 18, 2026	D-1220	Gala	5000	Check	Yes	Number of gifts		12
8	Oct 20, 2026	D-1203	Gala	750	Online		Unique donors		8
9	Oct 24, 2026	D-1150	Food Drive	60	Cash	Yes	Median gift		185
10	Oct 28, 2026	D-1118	Food Drive	40	Online		Average gift		864.17
11	Nov 2, 2026	D-1210	Year-End Appeal	2000	Check		Gifts not yet thanked		5
12	Nov 3, 2026	D-1231	Food Drive	120	Online
13	Nov 4, 2026	D-1042	Year-End Appeal	25	Online		Donor lookup	D-1007
14							Lifetime giving		2000
15							Number of gifts		2
16							Campaigns supported		Gala, Year-End Appeal

How the formulas work

Each campaign's total

J2=SUMIF($C$2:$C$16,H2,$D$2:$D$16)

SUMIF adds the Amount column for every gift whose campaign matches the name in H2. The $ signs lock the gift log so the formula copies down the summary. Add a campaign by typing its name and goal in a new row of the summary and copying the formulas across.

Progress to goal and what is still needed

L2=MAX(0,I2-J2)

K2 divides the total by the goal (shown as a percentage). L2 subtracts the total from the goal, and MAX(0,...) shows 0 instead of a negative number once a campaign beats its goal. In the sample the Gala is at 36% and the Year-End Appeal at 19%.

Unique donors

J8=IFERROR(COUNTA(UNIQUE(FILTER(B2:B16,B2:B16<>""))),0)

FILTER drops the empty rows at the bottom of the log (otherwise UNIQUE would count "empty" as one donor), UNIQUE keeps one of each ID, and COUNTA counts them. The sample has 12 gifts from 8 donors. Needs Excel 2021, Microsoft 365 or Google Sheets.

Gifts still waiting for a thank-you

J11=COUNTIFS(D2:D16,">0",F2:F16,"<>Yes")

Counts gifts with an amount where Thanked is anything but Yes, including empty. Sort or filter the log by the Thanked column to see which ones, and work from the largest gift down.

Look up any donor

J14=SUMIF(B2:B16,I13,D2:D16)

Type a donor ID in I13 to see their lifetime giving in this log, how many gifts they made and which campaigns they supported. Handy before a call or a meeting.

Make it yours

Add new gifts by inserting rows above row 16 so every formula range grows with the log. For a log of thousands of gifts, change $C$2:$C$16 style ranges to whole columns, like $C:$C.
Use a donor ID or email instead of names, and keep names, addresses and contact details in a separate, access-controlled sheet. Donor information is private.
Turn the log into a table (Insert > Table) to filter by campaign, method or month in two clicks.
Record pledges separately from gifts received, so progress to goal only counts money that has actually arrived.

FAQ

How do I track donations in Excel?

Keep one row per gift with the date, donor ID, campaign, amount and whether it has been acknowledged. Then use SUMIF for campaign totals, COUNTA(UNIQUE()) for donor counts and COUNTIFS for gifts that still need a thank-you. This template has all of those built in.

How do I show progress toward a fundraising goal in Excel?

Divide the amount raised by the goal and format the cell as a percentage: =J2/I2. For a visual, select the % cells and add Home > Conditional Formatting > Data Bars.

Can this replace donor management software?

For a few hundred gifts a year, a well-kept spreadsheet is often enough. Once you need automated receipts, online giving integration or many users editing at once, a donor database is worth it, and a clean spreadsheet like this imports easily.

Functions used

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Updated November 2, 2026