Streamlined systems drove up to 90% reduction in manual work & 5x faster service delivery

Beyond The Surface Problem

While EIS’s commitment to its mission was unquestioned, they held two internal beliefs that constrained their operations:

• Volunteer management had to be captured manually. They assumed paper-based tracking was the only feasible way because that’s how things had always been done.
• Fundraising workflows required manual handling and couldn’t be integrated. They believed that donor engagement and gift processing needed separate systems and could not be centralized without losing flexibility.

These mindsets kept their systems fragmented, slowed down service delivery, and limited visibility for leadership.

EIS’s Objectives

• Unify volunteer management, client intake, and fundraising into one platform
• Speed up service delivery for families in need — especially in inventory distribution
• Reduce manual processes and boost data quality and accessibility for staff and leadership

Here’s How We Did It

1. Scoping & Design
   • We mapped out all EIS workflows: volunteer sign-up, check-ins, inventory receipt and distribution, donor communications, and in-kind donations.
   • We co-created a roadmap to implement managed services and phased product rollout: first volunteer hub, then client services, then fundraising and automation.
2. Volunteer Hub Implementation
   • Built a single-screen volunteer portal in Salesforce where volunteers self-register, log hours, and track shifts.
   • Removed spreadsheets entirely. Volunteer managers now have live data and can make decisions quickly.
   • Enabled low-click UI to minimize training burden and increase adoption.
3. Client Services Transformation
   • Integrated FormAssembly with Salesforce to digitize client intake forms.
   • Designed streamlined check-in and checkout processes for in-person service, reducing time per family.
   • Enabled real-time inventory tracking so items can be allocated and distributed efficiently.
4. Data Clean-Up & Automation
   • Set up deduplication and validation rules to drastically reduce duplicate client records.
   • Automated donor communications: recurring giving thank-you messages, large gift alerts, and tax receipts.
   • Created scheduling templates and mobile team notifications to minimize manual follow-ups.
5. Fundraising & Reporting Integration
   • Connected Fundraise Up to Salesforce so all donation data (one-time, recurring) flows seamlessly.
   • Built dashboards and reports — 15+ custom metrics — to track donor lifetime value, campaign performance, and donor retention (LYBUNT / SYBUNT).
   • Automated issuance of acknowledgment letters and tax receipts, and alerts for pledges or large gifts.

Transformation In Motion

The impact of the Salesforce transformation has been tangible and swift:

• EIS now serves families faster. What used to take five minutes of manual inventory distribution now happens in under a minute.
• Volunteer management is smoother. Every shift and hour are logged in real time. Staff no longer reconcile paper timesheets.
• Donor operations are cleaner and more strategic: duplicate data is nearly eliminated, and leadership has instant visibility into campaign health.
• Automated communications mean fewer missed steps: thank-you letters, tax receipts, and reminders run without manual intervention.
• Reporting is no longer a month-end grind. Annual impact reporting now takes minutes via dashboards, not days.