4ong documentation and guides

Start in Settings: fill in the organisation name, tax number, IBAN, address, the prefix of the receipt series (CH by default), the time zone and the organisation's currency. There is one currency for the whole account and it can no longer be changed after the first amount is recorded. The organisation name must be filled in before you can issue receipts, donation certificates or volunteer certificates. Then decide who can do what: access is granted by role, separately for each section (contacts, donations, campaigns, Form 230, sponsorships, volunteers, members, projects, reports, settings), and each section can be view-only, create, edit or delete. Contacts can be entered one by one or imported from a CSV file: you first run a check that writes nothing, showing how many rows would be created, how many are duplicates (same email or same tax number) and which are rejected, with the reason on each row. One import takes at most 1,000 rows, and duplicates are skipped, not updated. Organisations are imported with their tax number, for sponsorship agreements.

A recurring pledge is a register entry, not a collection mechanism: 4ong does not debit anyone's card or account and does not receive payments. You set it up once — the contact, the amount, the frequency (monthly, quarterly or annual), the first due date and the campaign it belongs to — and the platform works out the next due date from the data entered and flags the pledges with missed payments, so you know whom to contact. Each gift actually received you record by hand, when it reaches the account or the cash box. The recurring-pledge register is available from the Plus plan. The numbered receipt and the annual donation certificate are generated from the donation record, on your request, and corporate sponsorships are linked to the underlying agreement concluded under Romanian Law 32/1994.

A campaign has a fundraising target, a deadline and an owner. The donations you record are linked to the campaign, so progress against the target is calculated for you, with no parallel spreadsheet: you see how much has come in, what share of the target that is and how much is still missing before the deadline. The breakdown by source separates individual gifts, corporate sponsorships and other income, and the net result shows what is left after the campaign's costs. Amounts are entered by your team; 4ong has no public donation pages and does not take online payments, so gifts received other ways (bank transfer, cash, events) are recorded by you on the campaign.

Every volunteer has a record with contact details, date of birth, the volunteer agreement and the activity sheet. A minor volunteer needs the guardian's consent, and without an active agreement you cannot assign activities or record hours. Hours are entered by the organisation, not by the volunteer — there is no volunteer account — and then validated by a supervisor; totals accumulate per person. Romanian Law 78/2014 requires the volunteer agreement to be in writing and entitles the volunteer to a certificate when the activity ends: 4ong numbers agreements and certificates without gaps and fills the certificate in from the validated hours and the activities carried out. Documents are printed from the person's record, in the form required by Romanian law.

A project is opened with its funder, implementation period, grant value and the co-funding your organisation provides, and it moves through preparation, submission and implementation stages. The budget is split into lines, and every expense is linked to its line and carries a reference to the supporting document — a text or a link, because 4ong does not store files. You can see at any moment how much has been spent and how much is left on each line. The reporting calendar holds the deadlines your funder sets and flags them through in-app alerts. You write the funder's reports yourself, on the funder's template; 4ong keeps the budget data and expenses at hand. The project register is available from the Plus plan.

The member register holds the joining date, the category (for example founding, active, supporting, honorary) and the current status, as defined by your statute and by Romanian Government Ordinance 26/2000 on associations and foundations. Dues are configured per category, and every payment received is recorded on the member's file as a dues donation. From the register you get the members in arrears and the voting list for the general assembly, when membership and voting rights have to be checked quickly. 4ong does not send general-assembly convocations or dues reminders: communication with members stays with your organisation.

In Romania, individuals may redirect up to 3.5% of their annual income tax to a nonprofit entity using form 230, filed either by the taxpayer or centrally by the organisation through the D177 return. To receive those amounts, the organisation must appear in the register of entities and places of worship eligible for tax deductions, which it joins by filing form 163. In 4ong you keep the register of the forms you collect: for each person you record the tax year, the collection channel, the data-sharing consent and the status (received, validated, filed, rejected), and the personal ID number is check-digit validated, stored encrypted and shown masked in lists. You see the countdown to the 25 May deadline and can export a CSV file for your organisation's summary statement. 4ong files nothing with the tax authority: the D177 return is prepared and filed by you or your accountant.

Donor, volunteer and member data is personal data, and every processing operation needs a basis: legal obligation for accounting and tax documents, performance of a contract for volunteers and members, consent for fundraising communications. On each contact you record consent separately per channel — email, SMS, phone, post — with the history of when it was given and withdrawn. On request you can anonymise the record: personal data is erased, including from the receipts and certificates already issued, while the amounts stay in the reports. Access to sections is granted by role, and the personal ID number in Form 230 is stored encrypted.