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Record mailed checks and cash in Bloomerang without duplicates
For gift processors who want offline gifts entered against the right donor and fund, once, by telling their AI assistant.
On this page
Connector
Connect Bloomerang, pick your AI tool and paste the prompt.
The problem
Mailed checks entered twice or to the wrong fund
Checks and cash that arrive by post must be entered against the right donor and fund, and a duplicate or wrong fund is painful to unpick. Doing it by hand means searching for the donor, checking the fund and scanning recent gifts.
Without PopdockAI
- Search for the donor in Bloomerang
- Check the fund is active
- Scan recent gifts for a duplicate
- Enter the gift and hope it is right
With PopdockAI
- The donor and active fund are found, asking when either is unclear
- The last thirty days are checked for the same amount and date
- You see exactly what will be recorded and confirm
- The gift is saved once and read back with its fund
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Record a gift of `{amount}` received from `{donor-name}` outside the online channel, applied to the fund `{fund-name}`, and confirm it stored correctly.
**Step 1: Resolve the donor**
Call `bloomerang-get-constituent` with `full-name.contains` set to `{donor-name}`. If more than one matches, list them with full name, primary email, city and account number and stop until told which. If none matches, retry once with the surname alone, then with `primary-email` if an address was given. If the donor genuinely does not exist, say so and stop. Do not call `bloomerang-add-constituent`; creating a donor record is a separate decision.
Keep the id as the account-id for the gift.
**Step 2: Resolve the fund**
Call `bloomerang-get-fund` with `name` set to `{fund-name}`, falling back to `name.contains`. Confirm the fund is active. If it is inactive or ambiguous, list the active funds and stop. A gift applied to the wrong fund is difficult to unpick afterwards.
**Step 3: Check this gift is not already in**
Call `bloomerang-get-transaction` with the account-id and `date.from` set to thirty days ago. If a transaction of the same amount and date already exists, show it and stop. Duplicate gift entry is the most common and most damaging error in this workflow.
**Step 4: Confirm before writing**
Show exactly what will be created: donor name and account number, amount, date, method, fund, check number and check date where they apply, and any fee amount. State plainly that this writes a financial record.
Wait for explicit confirmation.
**Step 5: Write it**
Call `bloomerang-add-transaction` once with the confirmed values, including the designation against the resolved fund. Once only. If it fails, report the error verbatim and stop. Never retry a failed gift write without checking step 3 again, because a call can fail after the record was created.
**Step 6: Verify**
Call `bloomerang-get-transaction` with the account-id and today as `date.from`, and read the stored record back: id, transaction number, amount, date and method. Then call `bloomerang-get-designation` with `created-date.from` set to today and confirm the gift landed against the intended fund.
Report the stored record. If it is not there, say clearly that the write may not have applied and that a person should check before anyone tries again.
**Rules and Guidelines:**
* The only tool permitted to write here is `bloomerang-add-transaction`, once, after explicit confirmation.
* Do not call `bloomerang-update-transaction`, `bloomerang-add-refund`, `bloomerang-add-constituent`, `bloomerang-add-fund`, or any other tool whose name starts with bloomerang-add- or bloomerang-update-.
* Do not round, convert or infer the amount. Use `{amount}` exactly as given, and ask if it is unclear.
* Do not guess the gift date. If it was not stated, ask; do not default to today on a gift that arrived by post.
**Validation:**
* If `{amount}` is not a plain number, stop and ask.
* If the donor resolves to an inactive constituent, say so and ask whether to continue before writing.Who it's for
One answer, three teams that use it
Gift processors
Enter mail gifts quickly and safely
Describe the check in a sentence and confirm the exact entry before it is saved.
Record a 250 check from Alex Kim to the Annual Fund, dated November 1, check number 3307.
Nonprofit accountants
Avoid duplicate gifts
A gift of the same amount and date stops the entry, so nothing needs reversing.
Record 100 cash from Sam Patel to the Building Fund on October 28, but check it is not already there.
Office managers
Log gifts from the front desk
Record what arrives in the post without learning every Bloomerang screen.
Log a 75 check from Maria Lopez for the General Fund, dated today, number 1188.
How it works
What PopdockAI does when you ask
You give the amount, donor, fund and date, and your AI assistant prepares the Bloomerang gift. Nothing is written until you have seen it and said yes, and no new donor is created.
01
Ask
You give the amount, the donor, the fund and the gift date.
02
Check
It finds the donor and active fund and looks for a duplicate gift.
03
Confirm
You see exactly what will be recorded and say yes.
04
Record
It saves the gift once and reads it back with its fund.
What PopdockAI provides
The tools behind the answer
Ready made tools for Bloomerang and one secure connection to your AI tool. No code, no exports.
bloomerang-get-constituent
bloomerang-get-fund
bloomerang-get-transaction
bloomerang-add-transaction
bloomerang-get-designation
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Offline gifts land once, on the right donor and fund
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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