# In-kind donation tracker for nonprofits > For the full documentation index, see https://250highstreet.com/llms.txt > Track donated goods in one SharePoint list: donor, item, estimated value, date received, and whether a receipt went out. Columns and a flow described. Short answer: use one SharePoint list where each gift of goods or services is one row, with columns for donor, item, quantity, value, date received, and receipt sent. A small flow can email the person who owes a receipt. This page shows the build. It does not tell you how to value a gift or what a receipt must say. ## Valuation and receipts are not decided here Rules for valuing donated goods and for donor acknowledgments come from tax authorities. For the United States, read IRS Publication 1771, Charitable Contributions: Substantiation and Disclosure Requirements ([https://www.irs.gov/pub/irs-pdf/p1771.pdf](https://www.irs.gov/pub/irs-pdf/p1771.pdf)), and IRS Publication 561, Determining the Value of Donated Property ([https://www.irs.gov/publications/p561](https://www.irs.gov/publications/p561)), or ask your organization's tax advisor. This list only records the number your team decided on, and who decided it. ## Start the list In Microsoft Lists, select +New list and pick a blank list. Microsoft's page says: "To add different types of information to the list, select + Add column." Exact names may differ on your screen. ## Columns Use Title for a short gift label, such as the item name. Then add: - Donor: Single line of text, or a Lookup to a separate Donors list if the same donors give again. - Item description: Multiple lines of text. - Category: Choice, 1 Food, 2 Clothing, 3 Equipment, 4 Services, 5 Other. - Quantity: Number. - Estimated value: Currency. - Value set by: Person, the staff member who decided the value. - Value basis: Single line of text, a short note on how the number was chosen. - Date received: Date. - Receipt sent: Yes/No. Set its default value to No. - Coordinator notified: Yes/No. Set its default value to No. - Receipt date: Date. - Photo or paperwork link: Hyperlink to the file in a library. Our advice, not a Microsoft rule: keep Estimated value and Value basis as separate columns. A reviewer can then read the number and the reason side by side. ## A running total Do not try a total inside a calculated column. Microsoft's page says: "Calculated fields can only operate on their own row, so you can't reference a value in another row." A total across rows belongs in the view. A line total in each row is fine: =\[Quantity\]\*\[Estimated value\]. Microsoft's example for multiplying says: "To multiply numbers in two or more columns in a row, use the multiplication (\*) operator". Name that column Line value. Lookup columns are not allowed in formulas. Microsoft says: "Lookup fields are not supported in a formula." So keep Quantity and Estimated value as plain Number and Currency columns. ## Views Microsoft explains how to filter: click a column heading, choose Filter by, then "select the Apply button." To keep it: "choose Save view as from the menu options." - Receipts owed: filter Receipt sent to No. - Last 12 months: Date received is greater than or equal to \[Today\]-365. Microsoft says \[Today\] works on date columns, but only in the classic view editor, not from a column header. - By donor: sort on Donor then Date received. Microsoft: "you can specify sorting on one or two columns." ## A flow for missing receipts Microsoft's SharePoint trigger "When an item is created or modified" runs on creation and "each time you modify it in a SharePoint list." The flow: 1. Trigger: When an item is created. 2. Action: Send an email to the gift coordinator with the donor and item. Subject: "Receipt owed". 3. Action: Update item, set a Coordinator notified column to Yes. Use a loop guard: the Update item action edits the row, and a created-or-modified trigger would fire again. With the created-only trigger above, there is no loop. If you switch to created-or-modified, add a Condition first: Coordinator notified is No. Send, then set it to Yes. [See](/guides/power-automate-email-sent-multiple-times/). ## A weekly list of unsent receipts Use a recurrence flow and the Get items action. Get items returns 100 rows unless you change it: open Advanced options, set Top Count as high as 5,000, and turn Pagination on. Add a Filter Query in Get items. Microsoft supports "Location eq 'Midwest'" style filters, written with the column's internal name. Microsoft's own example writes a column as Start_x0020_Date, which is how a space shows up in an internal name. Check the internal name in the column settings. ## What to keep out - Do not store donor bank or card details. - Do not record a value you cannot explain in Value basis. - Do not edit Receipt sent back to No to reuse a row. Add a new row. ## When to get help You can build all of this yourself in Microsoft 365. If you would rather have it built and tested for your team, I do that. A tracker like this is a fixed price: \$5,000 for one, built in 2 weeks. See "[What a SharePoint tracker costs to build](/guides/what-a-sharepoint-tracker-costs/)". Bring one example of the problem to a free call. I am Al Davies. I run 250 High Street LLC and build SharePoint trackers and Power Automate flows for operations teams. I work remotely. The first call is free, and I will not try to sell you anything. See trackers I built: [Tools I built](/portfolio/) ## FAQ ### What should an in-kind donation tracking spreadsheet include? Donor, item, quantity, estimated value, date received, who set the value, and receipt sent. ### Is there an in-kind donation tracking form? A SharePoint list has a built-in form for each row. Add the columns on this page and the form follows. ### Should I use Excel or a SharePoint list for in-kind gifts? A list gives each gift an owner, a Yes/No receipt flag, and a flow. See. ### How do I value donated goods? This list does not decide that. Ask your organization's tax advisor or read the official IRS charity pages. ### Can the list tell me which receipts are still owed? Yes. Filter Receipt sent to No in a saved view. ## Sources - [Microsoft Support, Create a list](https://support.microsoft.com/en-us/office/create-a-list-in-sharepoint-0d397414-d95f-41eb-addd-5e6eff41b083) - [Microsoft Support, Examples of common formulas in lists](https://support.microsoft.com/en-us/office/examples-of-common-formulas-in-sharepoint-lists-d81f5f21-2b4e-45ce-b170-bf7ebf6988b3) - [Microsoft Support, Use filtering to modify a SharePoint view](https://support.microsoft.com/en-us/office/use-filtering-to-modify-a-sharepoint-view-3d8efc52-0808-4731-8f9b-3dfaeacea3d4) - [Microsoft Support, Use sorting to modify a SharePoint view](https://support.microsoft.com/en-us/office/use-sorting-to-modify-a-sharepoint-view-1e85d6e7-bdb3-4176-b1cb-62c5fbd3ef98) - [Microsoft Learn, Microsoft SharePoint Connector for Power Automate](https://learn.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/sharepoint-connector-actions-triggers) - [Microsoft Learn, In-depth analysis into 'Get items' and 'Get files' SharePoint actions](https://learn.microsoft.com/en-us/sharepoint/dev/business-apps/power-automate/guidance/working-with-get-items-and-get-files) ## Related guides - [List form says Something went wrong when I save](/guides/sharepoint-list-form-something-went-wrong/) - [Teams meeting notes missing](/guides/teams-meeting-notes-missing/) - [Warranty tracker in SharePoint: end dates and receipts in one list](/guides/warranty-tracker-sharepoint/) Source: https://250highstreet.com/guides/in-kind-donation-tracker/