Client Overview
ProvidusCRM worked with a charity foundation with over 60,000 active donors, running 14 fundraising campaigns in the UK per annum. Their fundraising teams relied on a CRM system that stopped supporting their growth initiatives.
Their leadership wanted an end-to-end migration to Salesforce Non-Profit Cloud, but while doing so, they didn’t want their donor data and history to be lost in the transition.
The Challenge
The client’s existing CRM system held 22 years of gift histories, grant data, and donor records across non-standard schemas. However, there were several issues across donor records, including inconsistent address formats, duplicate IDs, and incomplete credit attributions.
Their fundraising team was also running campaigns during the migration window, raising the risk of a downtime that could potentially affect gift processing during their year-end giving period.
Solution
Our team designed a phased migration approach using Data Loader and custom Apex scripts to handle complex relationship mappings between accounts, contacts, and gifts. We built a staging environment to validate every donor record before production cutover.
Non-Profit Cloud was configured with custom recurring gift management, soft credit logic, and grant lifecycle tracking. Marketing Cloud was implemented in parallel to migrate active donor journeys without breaking communication continuity.
An Experience Cloud volunteer portal replaced a separate volunteer management tool, consolidating constituent engagement into a single platform. Our consultants ran four weekend cutover rehearsals before the final production migration during a planned 36-hour window.
The Impact
Data integrity: Migrated 1.2 million donor records with 99.7% accuracy, validated against legacy reports.
- Campaign continuity: Zero missed gifts during the year-end giving period.
Fundraising lift: Recurring donor retention improved by 28% within the first year on Non-Profit Cloud.
