Salesforce-to-NetSuite Donation Integration Plan and Prototype

Our nonprofit would like to create a reliable and affordable workflow for transferring donation and payment information from Salesforce into Oracle NetSuite.

We receive donations from both individual and corporate donors. Each donation must remain connected to the correct campaign, program, restricted fund, or beneficiary. That information must then flow accurately into NetSuite so our finance team can record, reconcile, and account for the funds.

We are seeking a skilled volunteer with Salesforce and NetSuite integration experience to help us:

- Review our current donation, payment, and accounting workflow.
- Identify which system should be the source of truth for donors, donations, campaigns, payment status, and accounting records.
- Map the required Salesforce objects and fields to the appropriate NetSuite records and fields.
- Recommend the most affordable and maintainable integration approach, such as native functionality, an integration platform, or a custom API connection.
- Define how campaign, program, fund, or beneficiary designations will be preserved.
- Establish procedures for duplicate prevention, failed transactions, refunds, corrections, and reconciliation.
- Create a proof of concept or initial workflow configuration, if feasible within the project timeline.
- Provide documentation and a phased implementation plan for any work that must be completed after the volunteer engagement.

The desired final deliverables are a documented workflow, a Salesforce-to-NetSuite data-mapping document, an integration recommendation, reconciliation and error-handling procedures, and either a working prototype or a clear implementation roadmap.

The overall workflow should support the full process from donation intake in Salesforce, to fund allocation or earmarking, to recording in NetSuite, and finally to financial reconciliation.

Through working with our organization on this project, the volunteer will support our mission by helping ensure that every donation is recorded accurately and directed to the campaign, program, fund, or beneficiary the donor intended to support.

A dependable Salesforce-to-NetSuite workflow will reduce manual data entry, prevent duplicate or incomplete records, improve financial reconciliation, and create a clearer audit trail. It will also give our staff more time to focus on serving community members instead of correcting data or manually transferring information between systems.

Stronger reconciliation and accountability will help us maintain donor trust, report responsibly on the use of contributed funds, and make better decisions about our programs. The infrastructure created through this project will also allow our organization to process donations more efficiently as we grow, without creating an unsustainable administrative burden.

Ultimately, the volunteer’s expertise will help donated resources reach the people and programs they are intended to support while strengthening the financial systems behind our mission.

We will assign a staff project lead who will serve as the volunteer’s main point of contact and coordinate participation from our fundraising, Salesforce, operations, and finance teams.

Before the project begins, we will prepare:

A written overview of our current donation and payment process.
Anonymized examples of donor, donation, campaign, and accounting records.
A list of the campaign, program, fund, and beneficiary designations we need to track.
Information about our Salesforce and NetSuite configurations.
Details about any payment processor, fundraising application, or connector currently in use.
Existing reports, spreadsheets, procedures, and system documentation that may be helpful.

Where possible, we will provide access to appropriate sandbox or test environments rather than production systems. Our team will be available for scheduled meetings, respond promptly to questions, test proposed workflows, and provide timely feedback.

We understand that a Taproot volunteer will generally contribute approximately 2–5 hours per week for a limited number of weeks. We will therefore prioritize the most important outcomes: requirements, system architecture, data mapping, reconciliation procedures, and a proof of concept. If the full production implementation is larger than the volunteer engagement can accommodate, we will use the completed roadmap to secure funding or additional technical support for the remaining work.

Our leadership supports this project, and designated staff members will be responsible for maintaining and using the completed workflow after the volunteer engagement ends.