Why You Should Track Your Discount Card Fundraiser

Discount card sales tracking tips.

There are times when sponsors don't follow our recommendations. Either they think their way is better or don't see the need. We recently worked with a small group on a discount card sale, raising money to pay for equipment and travel expenses.

We emphasized the importance of using our discount card fundraiser tracking sheet as a sign-out sheet for distributing their cards to their group. Each participant was told to put their name and phone number on the sheet and the number of cards they took with them.

For example, if someone agreed to take ten cards, they would document that on the sheet and bring back the money after a specified period. If they wanted additional cards, they would also need to write down those cards. If any cards were returned, those were to be written down and then redistributed to other group members to sell. In other words, every discount card needed to be accounted for.

Why Fundraiser Tracking Sheets are Important

However, this group failed to use the tracking sheet and handed out their discount cards whenever people asked. As a result, they ended up having a big mess on their hands. It wasn't because people didn't turn in their money. The problem was no one knew who had turned in money and who hadn't.

Money was unaccounted for, and the sponsor still had cards out for which he had not collected money at the end of his sale. He didn't even know who to attempt to collect from. Consequently, he had no choice but to take people at their word. If that wasn't enough, no one was told when to turn in their money, so the fundraiser took much longer. He had lost complete control.

Did this sponsor eventually understand the value of the discount card sales tracking sheet? Absolutely, but was it too late? Unfortunately for him, the answer was yes.

Use your Tracking Sheet like a Checkbook

So, how can groups avoid being in this same hopeless predicament?

• Use the tracking sheet like you would balance your checkbook:
  • Write down the seller's name.
  • Get their phone number.
  • Write down the number of cards that they take.
  • Report the amount of money they bring back and note any discrepancies.
  • Track additional cards that are issued. You should only give out additional cards after all initial money has been turned in.
  • Account for returned cards and redistribute them to others to resell.
• Understand that your cards have a monetary value. Would you hand out money to people with no strings attached?
• Have a deadline date for turning in the money. Most groups can sell 5-10 discount cards in a week or less.

Keeping track of your discount cards may be a little more work upfront, but in the end, you'll be glad you did.

See our discount card fundraiser.

Author Bio

Clay Boggess has been designing fundraising programs for schools and various nonprofit organizations throughout the US since 1999. He’s helped administrators, teachers, and outside support entities such as PTAs and PTOs raise millions of dollars. Clay is an owner and partner at Big Fundraising Ideas.