Transforming Distribution Management and Engagement at Non-Profit

Company Type: Religious Non-Profit Organization
Industry: Non-Profit / Private Sector
Location: United States
Products Purchased: monday.com CRM, monday.com Grant Management Solution, AIR Connect

Our Client, a Religious Non-Profit (Non-Profit), is a ministry-focused organization dedicated to connecting people with community and God. As part of its mission, the organization provides essential funding distributions to partners to support activities such as establishing new churches, mission trips, and the sharing of religious texts.

The Challenge

Non-Profit sought to replace its incumbent CRM, Salesforce, which was burdened by high maintenance costs, data silos, and an inability to provide a centralized portal for partner interactions. The organization faced significant operational hurdles, including:

• Manual Data Entry: Heavy reliance on manual processes for tracking requests and payments across multiple systems.
• Integration Gaps: A lack of efficient connectivity between their CRM and accounting system, Coupa ERP, leading to challenges regarding payment and invoicing.
• Partner Accessibility: No mechanism for external partners to securely view request statuses, payment data, or submit required progress reports and documentation.

The Solution

To streamline operations, Non-Profit leveraged CopperHill’s pre-built Grant Management solution on the monday.com CRM platform to reduce implementation timeline and costs. Key components of the implementation included:

• Centralized CRM: Migrating from Salesforce to monday.com to create a single source of truth to manage partnerships, contacts, distribution and requests, and leadership oversight.
• Bidirectional Coupa Integration: Implementing a seamless link between monday.com and the Coupa ERP system. This integration allows for automated invoice creation upon approval and auto-updates payment statuses and files back to monday.com, eliminating the need to manually manage multiple systems.
• Softr Partner Portal: Developing a secure, branded portal using Softr that integrates natively with monday.com. This portal allows partners to:
  • View the status of distribution requests.
  • Check planned payment dates.
  • Submit follow-up reports, receipts, and media documentation.
  • Utilize tiered permissions to ensure appropriate and secure data access.
• Automated Workflows: Using DocuSign and DocuGen to automate the generation and signature of agreement letters, with automations that update record statuses based on signing activity.

Key Benefits

The implementation of the monday.com platform has significantly streamlined Non-Profit’s operations:

• Operational Efficiency: Reduced tech spending and eliminated manual data entry, allowing staff to focus on mission-critical activities rather than administrative maintenance.
• Improved Transparency: Partners now have real-time visibility into their application and payment statuses, reducing inbound inquiries and improving communication.
• Enhanced Reporting and Forecasting: By integrating financial data, the team has improved their ability to track progress toward goals and perform accurate annual forecasting.
• Scalable Architecture: The data model—which utilizes sub-items to track complex payment tranches (one-time vs. recurring)—provides a flexible structure that accommodates various types of project giving. 

Conclusion

By leveraging the monday.com platform alongside strategic integrations with Coupa and Softr, Non-Profit has successfully streamlined its entire distribution management lifecycle. This transformation has not only reduced technical overhead in switching from Salesforce to monday.com,  but has also fostered stronger, more transparent relationships with its global network of ministry partners. 

For more information about our monday.com and integration expertise, please contact us.