New Donations

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Use New Donations to start a Zap when a qualifying payment is recorded in Gratona, including received offline or manual payments. The result includes each donation allocation's donor, designation, amount, giving source, recognition and dates.

Set up the trigger

Choose the Gratona integration in Zapier. Its marketplace listing may still be named HelpYouSponsor.
Choose New Donations and select or connect your Gratona account.
Choose Payment Source if the Zap should receive only Offline / Manual Payments. Leave the filter at its default to include all qualifying payments.
Test the trigger. The editor returns one recent donation sample. Refresh the sample when adding mappings, and review its actual giving source before testing a destination action.
Map the destination fields, test the result, then enable the Zap.

Route gifts by Giving Source

Giving Source is separate from Payment Source and payment method. A check can be Direct, DAF or IRA / QCD. Use the explicit source value rather than inferring it from an institution name, notes or the tax-deductible flag.

Giving Source	Financial owner / hard credit	Recognition and institution
Direct (`direct`)	Donor ID and Donor Name	Use the recorded soft-credit line items for any additional recognition.
DAF (`daf`)	Donor ID and Donor Name identify the sponsor organization.	Use the DAF soft-credit line items for advisor recognition. DAF Recommending Advisor identifies the disclosed advisor.
IRA / QCD (`qcd`)	Donor ID and Donor Name identify the financial owner: the custodian institution on gifts recorded with custodian credit, and the IRA owner on older gifts that keep their saved attribution.	Use the recorded soft-credit line items for the IRA owner's recognition. Older gifts keep the attribution saved with them.

DAF disclosure and soft credits

Both New Donations and Updated Donation include the existing soft-credit list, with recipient donor IDs, names, amounts, type and notes. Use the list for CRM recognition. DAF advisor entries use the type key donor_advised_fund; use each entry's recorded amount rather than copying the whole payment amount.

DAF metadata includes DAF Disclosure, DAF Fund Name, DAF Recommending Advisor ID, DAF Recommending Advisor Name and Grant or Distribution Reference.

Named (named): the disclosed advisor can appear in the advisor fields. Name the advisor publicly only when named disclosure and advisor details are present.
Fund-only (fund_only): use the disclosed fund information without exposing a person's name in public messages.
Anonymous (anonymous): honor the anonymity instruction.
Unrecorded / empty: disclosure has not been recorded. Older gifts can still contain advisor soft-credit line items for private CRM recognition. An empty advisor field does not prove that recognition is absent.

Do not create a second advisor credit from DAF metadata when the same recognition already exists in the soft-credit list.

IRA custodian fields

IRA Custodian Donor ID, IRA Custodian ID and IRA Custodian Name identify the custodian institution. On gifts recorded with custodian credit, the custodian is the financial owner, so Donor ID matches the custodian; on older gifts the custodian fields identify the remitting institution separately from the owner's Donor ID and can be unrecorded. Map the financial owner by Giving Source and the recognized person from the soft-credit line items.

Map amounts and dates

Field	How to use it
Individual Transaction Amount	The amount for this donation allocation.
Payment Transaction Amount	The full payment amount, which can cover several allocations. Do not count it once per allocation.
Gift Date (`date`)	The recorded gift date. It is editable and can be backdated. Map it to the CRM gift or transaction date.
Deposit Date (`deposit_date`)	The separately recorded deposit date, in YYYY-MM-DD format. It is empty when not recorded.
Settled At (`settled_at`)	The settlement timestamp, when recorded.
Updated At (`updated_at`)	The allocation's last change time. Use it for change tracking.

created_at contains the same editable gift date as date; it is not an immutable entry timestamp. Keep Gift Date and Deposit Date independent.

Reuse existing constituents and transactions

Keep a mapping from the Gratona account or organization and Donor ID to the destination constituent ID. For a DAF grant, this is the sponsor. For IRA / QCD, Donor ID identifies the financial owner: the custodian institution on gifts recorded with custodian credit, and the IRA owner on older gifts. Keep recognition recipients and the IRA owner fields under their own IDs.

Find and verify an existing destination constituent before creating another. Resolve multiple matches explicitly. A new advisor or a different address alone does not establish a new institution. Gratona's Find Donor By Email Address action requires a real email and cannot match institutions that have none.

Save the destination transaction ID against Donation ID for each allocation. Use Updated Donation for later edits: its top-level event ID changes between updates, while Donation ID identifies the existing financial transaction. Changing Giving Source does not replay a previously consumed New Donations event.

Check the workflow before enabling it

Test Direct, named DAF, fund-only or anonymous DAF, older DAF gifts with unrecorded disclosure, and IRA / QCD examples that your organization uses. Check the financial owner, recognition amount, disclosure, constituent match and both dates in the destination. Then edit a mapped gift and confirm that your update workflow changes the existing transaction without adding another gift.

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