Charitable Giving Records · Annual
Your generosity deserves records as careful as the giving itself.
Documentation and reporting for individuals who give significantly across multiple organizations — so every contribution is properly recorded, substantiated, and positioned to support your tax deductions without a year-end scramble.
What This Delivers
Every contribution accounted for. Every deduction supported.
For individuals who give generously and consistently — across multiple organizations, in cash and non-cash forms — the paperwork side of philanthropy can easily become its own burden. Substantiation letters pile up. Fair market value documentation for non-cash gifts gets misplaced. Year-end schedules require reconstruction from memory and partial records.
This service removes that burden entirely. We organize and maintain your charitable giving records throughout the year, so when your tax preparer needs the complete picture, it's already there — accurate, organized, and properly substantiated.
Donation tracking
Every contribution recorded across all organizations as it's made.
Substantiation
Letters and documentation managed and filed as they arrive.
Non-cash gifts
Fair market value documentation for property, securities, and other non-cash contributions.
Deduction schedules
Year-end schedules prepared and ready for your tax preparer without any reconstruction needed.
The Challenge
Philanthropic activity generates more documentation than most people realize — until filing season.
Scattered acknowledgment letters
Organizations send acknowledgment letters at different times, in different formats, and sometimes not at all. For individuals giving to many organizations throughout the year, assembling these at tax time often means chasing down missing documents from months earlier.
Non-cash gift complexity
Gifts of appreciated securities, property, or other assets require fair market value documentation that goes well beyond a simple acknowledgment. Without a process for capturing this at the time of the gift, it's difficult to reconstruct accurately afterward.
Deductions left on the table
When documentation isn't complete, tax preparers are in a difficult position. Some deductions may be omitted because the supporting records simply weren't available. Contributions that were genuinely made end up undocumented and unsupported.
Our Approach
Documentation that keeps pace with your giving — throughout the year, not just at the end of it.
We maintain your charitable giving records continuously so that when your tax preparer needs the complete picture, it exists already — organized, substantiated, and reconciled against what you actually gave. No reconstruction. No missing letters. No gaps.
Ongoing donation tracking
Each contribution is recorded as it's made — organization name, amount, date, form of gift, and any relevant notes. The ledger stays current throughout the year rather than being compiled after the fact.
Substantiation letter management
Acknowledgment letters from recipient organizations are collected, filed, and cross-referenced against your giving records. Where letters are missing or insufficient, we flag them early enough to follow up without pressure.
Fair market value documentation
For non-cash gifts — securities, property, tangible assets — we document the fair market value at the time of the gift along with the supporting basis for that valuation, so the record is complete from the moment of giving.
Tax deduction schedule preparation
A year-end schedule organized by organization, contribution type, and amount — formatted to support the schedules your tax preparer needs to complete your filing accurately.
Multi-organization coverage
Whether you give to three organizations or thirty, the same level of documentation is applied consistently. No contribution is treated as too small to record properly.
Reconciliation against bank and brokerage records
Your giving records are reconciled against source documents to confirm accuracy. When figures don't align, discrepancies are resolved before the year-end package is prepared.
Working Together
The giving stays yours. The paperwork becomes ours.
Most of our clients simply forward the acknowledgment letters and contribution confirmations as they arrive. We handle the organization, verification, and filing from there. The experience is designed to ask very little of you while ensuring that everything is in order throughout the year.
Initial setup
We establish your giving profile, review any existing records, and set up a simple process for forwarding documents throughout the year.
Continuous capture
As contributions are made, records are updated. Letters are filed. Non-cash gift documentation is captured and cross-referenced. Nothing waits until December.
Status review
A mid-year summary is available so you and your advisors can review your giving activity to date and confirm that documentation is complete and on track.
Filing package
A complete organized package delivered to your tax preparer before filing season — schedule, substantiation files, and reconciliation summary all in one place.
Investment
Annual documentation service with straightforward pricing.
Annual flat fee. Covers the full calendar year from January through December.
Continuous donation tracking across all recipient organizations
Acknowledgment letter collection, filing, and gap identification
Fair market value documentation for non-cash gifts
Mid-year summary of giving activity and documentation status
Year-end deduction schedule prepared for your tax preparer
Reconciliation of records against bank and brokerage source documents
Who this is for
Individuals who give to multiple organizations throughout the year, including non-cash contributions, and who want their philanthropic activity properly documented without managing it themselves.
Billing structure
Billed annually at the start of the engagement year. Some clients prefer to start mid-year — in that case, the first year's fee is prorated to the remaining months. We'll confirm the arrangement during our initial conversation.
Combines well with
This service is often used alongside our Wealth Advisory Accounting Support, where charitable contribution documentation feeds into the broader monthly reporting for your advisory team.
How It Works
A documentation framework designed around how giving actually happens.
Charitable giving doesn't follow a predictable schedule. Contributions happen throughout the year, in different forms, to organizations that have varying documentation practices. Our process is built to accommodate that reality rather than assume it fits neatly into a standard accounting workflow.
Continuous vs. year-end approach
We capture records as giving happens rather than assembling them retroactively. This means missing letters are identified months before they're needed, and non-cash documentation is complete while details are still current.
What to expect
Setup takes roughly a week once you've shared existing giving records. Mid-year summaries are available on request from that point. Year-end packages are delivered typically in January, in advance of the main filing season.
What your tax preparer receives
A complete year-end package: a summarized deduction schedule organized by organization and gift type, a folder of substantiation letters and fair market value documentation, and a reconciliation note confirming figures against source records.
Our Commitment
We want you to feel settled before we begin.
Charitable giving is often personal — the organizations you support, the causes you care about. Sharing that picture with an accounting service is something we take seriously. The initial conversation is a chance to understand your situation and for you to understand how we work, before anything is formalized.
If it becomes clear during the conversation that this service isn't the right fit for what you need, we'll say so directly. There's no pressure to proceed past the point where it makes sense for you.
Schedule a conversationNo obligation consultation
The initial conversation is a discussion about whether this service addresses your needs. There's nothing to sign or commit to at that stage.
Clear scope agreed upfront
Before the engagement begins, we confirm which organizations are in scope, how you'll forward documents, and what the year-end package will contain. No ambiguity about what's covered.
Annual renewal, your decision
This is an annual service that renews at your discretion. If your giving patterns or circumstances change, there's no long-term obligation requiring you to continue beyond the year in which you're enrolled.
Getting Started
Starting is simple. The process from there is straightforward.
Reach out
Share a brief overview of your philanthropic activity — roughly how many organizations you give to and whether non-cash gifts are part of the picture. We'll follow up to arrange a conversation.
Initial conversation
We discuss your giving profile, confirm what's in scope, and explain how the document-forwarding process works. Once that's clear, we outline the year-end deliverables and confirm pricing.
Setup & engagement begins
We establish your giving profile from existing records and begin tracking from that point. Documents can be forwarded as they arrive. We handle the rest through to your year-end filing package.
Charitable Giving Records & Reporting
Let your giving be supported by records that reflect its full scope.
If you'd like to understand how this service would work for your specific philanthropic activity, we're happy to have a direct conversation. No obligation, just a straightforward discussion about whether it's a good fit.
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