A company's inquiry creates a CRM lead and a proposal draft with matching activities and the per-participant donation. Acceptance books the date against site capacity, sends sign-up and safety links, and after the day the company gets photos, an impact summary and a receipt.
Typical results
Same day
Proposal with activities and fee sent to the company
≈6 hrs/wk
Coordinator time on proposals and logistics saved
48 hrs
From volunteer day to impact summary and receipt
Figures reflect typical results for this kind of automation.
The challenge
Companies ask about team volunteering days through the website, around 15 a month. The coordinator writes each proposal from scratch, juggles dates across two sites in a spreadsheet and chases participant lists. After the day, thank-you notes and receipts go out weeks late, and few companies hear from the nonprofit again before next year's budgets are set.
Before and after
Hours from inquiry to proposal
−92%Companies booking again the next year
+25%Coordinator hours per week on corporate days
−60%The automation
A website inquiry creates a CRM lead with group size, preferred dates and activity type, and the coordinator gets a proposal draft with matching activities and the donation fee per participant. When the company accepts, the date is booked against site capacity in Google Calendar, the site lead gets a logistics checklist, and the company contact gets a sign-up link and safety brief. Afterward, the company receives photos, an impact summary and the donation receipt.
How it works
- 01
Inquiry becomes a lead
A company's website inquiry creates a CRM lead with group size, preferred dates and activity type, such as packing food parcels or painting a community space.
- 02
Proposal drafted for review
The coordinator gets a proposal draft with matching activities, open dates and the donation fee per participant, ready to adjust and send.
- 03
Booked against site capacity
When the company accepts, the date is booked in Google Calendar against site capacity, and the site lead gets a logistics checklist.
- 04
Sign-up link and safety brief
The company contact gets a participant sign-up link and a safety brief, and the coordinator sees the head count grow before the day.
- 05
Impact report and next year
After the day, the company receives photos, an impact summary and the donation receipt, and a follow-up is set before next year's budget season.
Starts from
- Company website inquiry
- Site capacity calendar
Delivers
- Proposal draft
- Logistics and sign-up links
- Impact summary and receipt
The impact
Proposals go out the same day instead of after about three days, and the coordinator saves roughly 6 hours a week on proposals and logistics. Companies get their impact summary and receipt within 48 hours, a follow-up lands before budget season, and the share of companies booking again rises from about 40% to 50%.
Questions about this automation
How is the proposal draft put together?
The draft pulls activities that fit the group size and dates from the activity list, checks site capacity on those dates and calculates the donation fee per participant. The coordinator reviews and adjusts it in the CRM or Google Docs before it goes to the company, so pricing and wording stay under the coordinator's control.
What happens if the company changes the group size or date?
The company contact can request a change through the same booking link. A new date is rechecked against site capacity, the calendar and the site lead's checklist are updated, and the donation fee is recalculated if the group size changes. Cancellations release the date and are recorded on the lead with the reason.
What does the team prepare once, up front?
The activity list with group sizes and the donation fee per participant, a Google Calendar per site with its capacity, the safety brief and the impact summary template. These sit alongside a CRM pipeline for corporate partners and a receipt tool for donations. This is a multi-step build, usually rolled out in stages.