Tracking Restricted Donations

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We currently track our restricted donations in an Excel spreadsheet. We have the starting balance and then each entry after either subtracts or adds an amount from/to the balance. It keeps a running total after each entry. A client needs electric help for instance, whatever amount spent to help that client would be subtracted from the balance. If we receive a donation for the electric fund, it would be added to the balance. Is there a way to do this in monday.com without having to pay for an app? I need to be able to input a starting balance, add or subtract amounts and keep a running total as well as be able to put client or donor information in for each entry.

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Sure! You can absolutely track restricted donations and maintain a running balance in monday.com without needing a paid app. Here’s how you can set it up using built-in features:

1. Create a Board for Donations Tracking

  • Add the following columns:
    • “Date” (Date Column) – To track when the transaction occurs.
    • “Client/Donor Name” (Text Column) – To record who the transaction is for.
    • “Transaction Type” (Status Column) – With options like “Donation Received” and “Funds Used.”
    • “Amount” (Numbers Column) – Positive for donations, negative for expenses.
    • “Running Balance” (Formula Column) – To calculate the updated balance.

2. Set Up the Running Balance Formula

  • Use the Formula Column to maintain a running total.
    • While monday.com doesn’t have a built-in auto-running balance, you can manually reference a previous row using Mirror Columns in a Connected Board setup.
    • Alternatively, a simple SUM automation on a separate “Summary” board can track total balance changes.

3. Automate the Running Balance (Optional - Using Subitems or a Summary Board)

  • If you want to track balances per fund (like an “Electric Fund”), use Groups or Subitems to separate different funds.
  • Use Automations:
    • Example: When a new donation is added, update the total balance column.
    • Example: When funds are used, subtract from the total balance.

If you’d like a more automated setup, Monday’s native integrations with Google Sheets might also help you mirror your current Excel workflow.

Hope this helps! If it does, let me know with a like :+1: or ask for more help!

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3

Thank you SO much!!!