Analyze Nonprofit Donor Data from Spreadsheet

When you analyze nonprofit donor data spreadsheet exports from Bloomerang, DonorPerfect, or Salesforce NPSP, you see columns like Donor_ID, Last_Gift_Date, Lifetime_Value, and Campaign_Source. You need to find who stopped giving, which appeals work, and where to focus outreach before the next campaign deadline.

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Who gave last year but not this year What is the average gift amount by campaign Which donors are approaching a milestone total How many donors gave more than once What percentage of donors renewed this year

What this export contains

Donor_ID

First_Gift_Date

Last_Gift_Date

Lifetime_Value

Total_Gifts

Campaign_Source

Gift_Amount

Gift_Date

Donor_Status

Constituent_Type

Solicitor

Appeal_Code

Payment_Method

Acknowledgement_Date

Handling multiple gifts per donor

Each row is one gift, so a loyal donor who gave monthly for two years appears as 24 rows with the same Donor_ID. To analyze donor behavior rather than gift behavior, group by Donor_ID first. Calculate total gifts, average gift size, and months since last gift at the donor level, then join that summary back to the contact details in the original export.

Fiscal year vs calendar year

Nonprofits report on fiscal years that do not match January–December. If your organization's fiscal year runs July–June, filter Gift_Date to that range before calculating annual metrics. Comparing 'this year' to 'last year' means your current fiscal year against the prior one, not the calendar year the export was downloaded.

What it costs

Start free at rows.com — upload your donor export and build retention reports in minutes. The free plan includes all analysis features for individuals and small teams. Plus ($49/month per user) adds scheduled reports and API access for automated donor data refreshes. Enterprise plans include SSO, priority support, and volume pricing. Create an account, drop your spreadsheet, and see lapsed donors and retention rates without writing formulas.

Common questions

How do I analyze nonprofit donor data spreadsheet exports?

Group by Donor_ID to deduplicate gifts, filter Gift_Date to your fiscal year, and calculate metrics like retention (donors who gave in both periods divided by prior-period donors), average gift (sum of Gift_Amount divided by distinct donors), and lapsed status (Last_Gift_Date more than 12 months ago). Clean Campaign_Source values so the same appeal is not split across spelling variations.

How do I calculate donor retention rate from this export?

Count distinct Donor_IDs with a gift in the prior period, then count how many of those same IDs have a gift in the current period. Retention is the second number divided by the first. The export lists every gift as a row, so you must deduplicate by Donor_ID within each time window before dividing.

Why does Lifetime_Value not match the sum of Gift_Amount?

Lifetime_Value includes pledges, recurring gift projections, or soft credits that do not appear as individual Gift_Amount rows. Sum only rows where Payment_Method is check, card, or bank transfer to see actual received revenue.

How do I segment donors into major, mid-level, and annual fund?

Group by Donor_ID and sum Gift_Amount to get each donor's total. Apply your organization's thresholds—commonly $10,000+ for major, $1,000–$9,999 for mid-level, under $1,000 for annual fund. Tag each donor and filter the original rows to build separate outreach lists.

What does Constituent_Type mean and when should I filter by it?

Constituent_Type distinguishes individual, foundation, corporation, or household records. Filter to 'Individual' when calculating personal donor metrics like retention or average gift. Include 'Foundation' and 'Corporation' separately when reporting institutional support.

How do I find donors who have not been acknowledged?

Filter for rows where Gift_Date is populated but Acknowledgement_Date is blank. Sort by Gift_Date descending to prioritize recent gifts. This finds thank-you letters that were never sent, which is urgent if the gift is more than a week old.

Try it with your own file

DataMimi reads the file you actually have — merged cells, headers below row one, totals pasted at the bottom — and shows which rows and columns every number came from.

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