4ong documentation and guides

Prepare an .xlsx or .csv file with one column per field: name, email, phone, town, and the amount and date of the gift. During the import you map your columns onto the 4ong fields, and duplicates are matched on email and phone so the same supporter doesn't end up in the database three times. Companies can be imported too, with their registration number, for sponsorship agreements. Rejected rows come back as a separate file with the reason on each line, so you correct only what needs correcting and run the import again. Once imported, every donor has a record with the history of amounts, the source of each gift and the documents issued.

A recurring supporter is set up once: amount, frequency (monthly, quarterly or annual), the date of the first collection and the campaign it is allocated to. The platform schedules the next expected instalment, ticks it off when you confirm it from your bank statement or payment processor, and lists separately the commitments that were not collected so you can follow them up. Donation certificates are issued straight from the record, and corporate sponsorships are linked to the underlying agreement concluded under Romanian Law 32/1994. The recurring-giving report shows your predictable monthly income and how many supporters lapsed over the last 12 months.

A campaign has a fundraising target in RON, a period and an owner. Every amount received is allocated to a campaign, so progress against the target updates itself with no parallel spreadsheet: you see how much has come in, from how many supporters, the average gift and how much is still missing. Sources are tracked separately — individual gifts, corporate sponsorships, grants, events — and you can compare two editions of the same campaign. At the end you generate the campaign report, with the list of contributions and totals by source, useful both for the board and for thanking supporters publicly.

Every volunteer has a record with contact details, the volunteer agreement and the activities they are assigned to. Hours are logged per activity and date, either by the coordinator or by the volunteer from their own account, and totals accumulate by month, by project and by 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 keeps both documents on the person's record and fills the certificate in with the hours completed and the activities carried out. The hours report also exports as an annex to funder reporting, wherever volunteer work is accepted as an in-kind contribution.

A project is opened with its funder, implementation period, grant value and the co-funding your organisation provides. The budget is split into lines — staff, travel, equipment, subcontracting — and every expense is linked to its line and to the supporting document, so you can see at any moment how much has been spent and how much is still available, per line and in total. When the reporting deadline arrives, both the narrative and the financial part are generated from data you already entered: spending per budget line, indicators reached and the related volunteer hours. You can run several projects with different funders at the same time without mixing the budgets.

The member register holds the joining date, the category (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 per period; the platform generates the due dates and gives you the list of members in arrears ahead of the general assembly, when membership and voting rights have to be checked quickly. Every payment is recorded on the member's file together with the document issued, and the renewal notice goes out to members whose dues are due straight from the list, without building it by hand.

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 track of the forms you collect, check the mandatory fields before filing, generate the summary submission and follow, year by year, which amounts were actually transferred. The people who redirected stay in the database as supporters, with their communication consent, so you can thank them again next season.

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. Each record keeps the source of the data, the communication consent with the date it was given and the moment it was withdrawn, and unsubscribing stops future sends automatically. On request you can export everything held about a person, or anonymise the record without breaking accounting reports already filed, while the access log shows who consulted the data. Everything is hosted in the European Union.