Manage & Track Financials

The GivingFlow and how people can donate to your church is great, but what good would it be if you couldn’t keep track of all those wonderful donations coming into your church’s bank account? 

Thankfully, Nucleus Giving lets you easily keep track of all donations - including the ability to add offline, physical donations (like cash and check)! Before you begin taking in any donations, why don’t you familiarize yourself with how you can keep track of them in your Nucleus Dashboard?

In this guide, we'll cover the following topics. Click on any one to jump ahead.

Two Areas Of Management

Before introducing you to all the various elements of transactions tables and how to sort, filter, and manage all your donations, it’s important to note that there are technically two areas you will likely need access to manage all of your financials: Giving and your Church Settings (specifically the Financial Account section).

Because Nucleus offers Payments with Nucleus Flows, and the same processing account that powers Nucleus Giving is also used for Payments in Flows, your master list of all Transfer and Transaction data is located in the Financial Account section of your Church Settings.

This means anytime you view the Transactions Panel in Giving, you’re only viewing transactions coming from the GivingFlow; while anytime you view the Transactions Panel in Flows, you’re only viewing transactions coming from Payment steps within any custom Flows you’ve created.

Viewing the Transactions Panel in your Financial Account combines both Giving and Flows transactions into a master list of all transactions.

If you’re not using Nucleus Flows, you’ll only be seeing transactions coming from the GivingFlow, so this matters a bit less. Regardless, the Transfers Panel in your Financial Account will be an important part of the reconciliation process (as you’ll read below).

So in short, if you are in charge of managing all transaction data and reconciling what you see in your bank account with what you see in your Nucleus Dashboard, you’ll want to make sure you have admin access to both Giving and Church Settings.

Thankfully, there is a specific level of admin access called Financial Assistant, so if you don’t need access to things like your Nucleus subscription or to other administrators’ settings, the Financial Assistant is the best admin level of access for you. But if you’re not involved in the reconciliation process, then you may only need access to Giving.

Click here for more information on admin access and permission levels.

Transactions Tables, Filters & Stats

Anywhere you see financial data, you’ll be greeted with the same type of transactions table complete with the ability to customize the amount of data you see, as well as the ability to search and filter to find specific transactions.

Let’s take a look at the Transactions Panel within Giving. To get there, simply go to Giving. You’ll automatically be taken to your Transactions Panel, but just in case you’re not, click here for a quick link.

Here, you can use the search bar to look for specific names, email addresses, dollar amounts, or even last four digits of payment methods.

Use the filters to select which type of transactions you wish to view.

Use the date filter to select a certain type period to track down specific transactions.

Use the columns to toggle on/off information in the table, and then rearrange the order the columns appear.

Note: When adjusting each of these, make sure to scroll down to the bottom and Apply those changes.

Above most transactions tables, you’ll see some transaction stats. This is super helpful to see a summary of the information in the table below. You can even choose to expand the amount of data you see to gain even greater insights.

And above all of this, when viewing the Transactions Panel in Giving, you also have the ability to add manual, offline donation records, so you can keep track of all donations in your church within Nucleus Giving, not just digital giving brought in via your GivingFlow 🤯

Click here to learn more about adding an offline donation.

If you need to see specific details about a gift, simply click the View button to see more information.

Scheduled & Recurring Gifts

One slot over, you can click on Scheduled to manage all scheduled and recurring donations. Click here for a quick link.

While there are less table customization options here, you should still find everything easily using the search bar and filters.

The transaction stats above the table is quite useful to help you project how much money you can anticipate coming in the next 30 days. This amount can obviously fluctuate due to people pausing their recurring donations, or new scheduled gifts being made, but it should at least hopefully give you a good idea of expected donations coming in.

If you want to see more details about a specific scheduled gift, click the View button.

Note: If someone needs help deactivating their recurring donation, you can easily do so on their behalf while viewing their recurring donation. Click here to learn more about managing scheduled & recurring gifts.

Giver Accounts & Giving Records

Another place you can use to help keep track and manage transaction data is directly in a person’s record.

To view a list of all people who have donated through the GivingFlow, click on People in Giving. Click here for a quick link.

Note: If you subscribe to Nucleus People + Messages, this specific list of people only contains records of people who have given through the GivingFlow or who have manual offline donations added to the Transactions Panel.

While viewing someone’s record, you can view their digital giving history, their offline giving history, and any scheduled giving associated with their account.

Additionally, you can manually enter an offline donation that will be added to their record, view their official tax statement, and even check to see if there are any unassigned donations that Nucleus believes belongs to this person, but has yet to be claimed.

Transfers (Batch Deposits) & Reconciliation

Nucleus deposits funds to your church’s bank account in batch deposits. We like to call these Transfers because the funds are being transferred to your bank account. How frequently you’ll see funds deposited to your account and the difference between credit card and ACH deposits can all be found here. But for now, let’s quickly explore where the Transfers Panel is and how to manage it.

Note: You will need to have at least Financial Assistant level admin access in order to view this. If you don’t, you’ll need to request that access be given to you by whoever set up your Nucleus account.

To get there, go to your Church Settings. Then click on Financial Account. You should automatically land on your Transfers Panel, but here’s a quick link just in case.

The Transfers Panel should feel familiar, with showcasing stats specifically regarding your batch deposits.

Below this, you can see a list of each individual batch deposit that has landed in your church’s bank account.

Note: It’s possible that a deposit lands in your bank account before the information is present in your Nucleus Account. But don’t worry! This doesn’t happen too often, and you should see that information in there within 24 hours.

Because funds are batched together, you will only see one line item on your bank statement. This is where the Transfers Panel becomes your best friend. If you’re in charge of reconciliation, you can see every single transaction that was batched together into a single Transfer. Simply click on a Transfer to view those details.

In each Transfer, you’ll see a summary at the top. Below, you’ll see a list of all the transactions deposited in the Transfer.

After you’re done viewing those details, you can go back to your master list of Transfers and click Mark As Done to help you keep track of which Transfers you’ve reconciled and which ones still require your attention.

What Next?

Now that you’re familiar with the various places to manage your finances in Nucleus and how to keep track of all donations, it’s time to invite others to your team and learn how to roll out Nucleus Giving to your church! Click any guide below to continue:

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