Donation & Giving Bookkeeping
Your community's generosity, recorded with the care it deserves
When your members give, they place their trust in you. Vesperas makes sure that trust is reflected in records that are clear, complete, and genuinely easy to share.
What this service gives you
A record your whole community can stand behind
Complete, up-to-date records
Every donation entered promptly — no backlogs, no gaps, and nothing left to piece together before a meeting.
Transparency your members feel
Reports written plainly, so any member — not just the treasurer — can follow where gifts have gone and why.
Confidence when it matters most
At your AGM, a pastoral meeting, or an ordinary Sunday — you carry the reassurance of knowing your records are in good order.
The challenge many communities face
Keeping track of giving is harder than it looks
Most community treasurers came to the role because they cared — not because they had a background in bookkeeping. Over time, the records can drift. Donations arrive through several channels. Some are regular, some occasional, some given for a particular purpose. Matching them up, recording them correctly, and being able to report on them clearly takes time and a particular kind of patience.
It is not unusual to find, at the end of a year, that the numbers are roughly right but the detail is thin. Receipts were issued but not always filed. Giving statements were prepared but the underlying records are hard to reconstruct. Leadership wants to be transparent, but the paperwork does not quite support the intention.
This is not a failure of dedication. It is simply what happens when careful people take on a demanding task without the support they need. Vesperas exists to provide that support — patiently, without judgement, and starting from wherever you are now.
How we approach it
Careful bookkeeping, kept current every period
We record every donation and regular giving transaction as it comes in — by cheque, bank transfer, online giving platform, or in-person collection. Each entry is categorised clearly: which fund it relates to, when it arrived, and how it was received.
At the end of each period, we prepare a simple summary — income by category, running totals, and any notes that help leadership understand the picture at a glance. If a giving statement is needed for a donor, we have everything on hand to produce it accurately.
We do not impose a particular accounting system. We work with what your community already uses where possible, or suggest a straightforward setup if you are starting fresh.
All giving channels recorded
Cash, cheque, bank transfer, standing order, online platform — each one entered and categorised.
Regular period summaries
A readable report at the end of each month or quarter, ready to share at your next leadership meeting.
Individual giving statements
Prepared carefully when donors need them — for tax purposes or simply to confirm their giving history.
What working together looks like
A steady, unhurried rhythm — not a rush at year-end
We begin with a straightforward conversation — what you currently have, what you find difficult, and what good record-keeping would mean for your community. There is no pressure to have everything in order before we speak. We have helped communities start from a spreadsheet and communities that had nothing at all.
Once we agree on how to work together, you send us the information you receive each period — bank statements, giving records, whatever your process produces. We take it from there.
You will hear from us regularly. If something looks unclear or if a figure does not add up, we will ask a gentle question before assuming. We would rather take a moment to check than file something we are not certain about.
A typical month
- You share giving records — however they come in
- We enter, categorise, and reconcile each transaction
- We return a clean monthly summary within a few working days
- If we have questions, we ask by email — no jargon
- Your records are always accessible to your leadership
Investment
Clear, straightforward pricing
Donation & Giving Bookkeeping
$180 / month
A fixed monthly fee — no surprises, no add-ons for ordinary questions. What is included:
- Recording of all donations and regular giving transactions
- Categorisation by fund or purpose as agreed
- Monthly summary report in plain, readable format
- Individual donor giving statements when needed
- Reconciliation of giving records with bank entries
- Patient email support for questions from your treasurer
If your community uses multiple giving streams or has a high volume of transactions, we can discuss whether a small adjustment is appropriate. We will always explain any such consideration before it applies.
How we work
A method built on steadiness, not speed
Double-entry recording
Each transaction is entered in a way that can be checked and traced. If a question arises six months later, the answer is findable.
Regular reconciliation
We match giving records against your bank statement each period. Discrepancies are caught early rather than discovered at year-end.
Plain-language reports
Reports are written for your committee, not for an auditor. Clear headings, honest totals, and room for any contextual note you want to add.
What progress looks like
After the first month, you will have a current, complete record of all giving. By month three, your treasurer will have a pattern of reports they can rely on. By year-end, there is nothing to scramble for.
Our commitment to you
We stand behind our work
If you receive a summary from us and something does not look right — a figure you cannot account for, a categorisation that seems off — we will look into it straightaway and correct it without any fuss. We do not consider a report finished until you are satisfied it is accurate.
If after your first month you feel the arrangement is not working, we will part on good terms and hand everything back in good order. Our intention is a long-term relationship built on genuine trust, not a short-term contract.
Corrections at no charge
Any errors on our side are put right promptly and free of any additional fee.
No lock-in contract
Month-to-month arrangement. You stay because the service is good, not because you signed away your options.
Clean handover if needed
If you ever move on, we prepare your records neatly so your next bookkeeper can pick up without difficulty.
Getting started
Three straightforward steps
Send us a brief note
Tell us your organization name, roughly how many giving transactions you process a month, and the best time to speak. That is all we need to begin.
A short, unhurried conversation
We will talk through your current situation, answer any questions, and agree on a starting point. If your records are behind, that is fine — we will simply agree where we begin from.
We begin — and you step back
Once we have what we need, bookkeeping becomes something you send us each month rather than something you carry alone. You focus on your community; we look after the numbers.
Ready when you are
Let your records reflect the care your community puts into giving
A short message is all it takes. We will reply within one working day and take it from there — no pressure, no obligation, just a conversation to see if we are the right fit for your organization.
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