Donation receipt form: record gifts so you can issue receipts

A box of tinned food arrives at the door, and the donor asks for a receipt. I want the details written down once, while the donor is still there. This form records who gave what, when and its value. You issue receipts yourself from the rows.

Use this when

A donor or a volunteer can fill it in at handover, and your charity gives out its own receipts. It suits money, goods and gifts of services.

Skip it when

You want the form to send the receipt. It does not email donors, make PDFs or take payments, and it cannot say what counts for tax.

What is asked and why

Donor name, email and address: the details your receipt needs.
Kind of gift, description and value: what was given, with the donor's estimate for goods.
Date and how it arrived: for your records.
Who received it: shows who took the gift in.
Public name and receipt boxes: respect privacy and show who wants a receipt.

What a donor's AI would ask

"What did you donate?" Then "What is it worth, by your estimate?" Then "What address should the receipt use?" It shows the answers and sends only after a yes. Read about agent-fillable forms.

Before you use it

This is a form, not tax advice. Ask an accountant or your tax authority what a receipt must say. See forms for nonprofits. Ask for gifts first with a donation request form, and note promised gifts with a donation pledge form.

Questions

Does the form produce or email the receipt?

No. It collects the details. You write and send the receipt yourself from the CSV, using your own template and your tax rules.

How should I value donated goods?

The donor gives an estimate. Treat it as their view, check your tax authority's rules for what a receipt may state, and keep a note of how each value was set.

Can a volunteer fill it in for the donor?

Yes. A volunteer can open the link on a phone at handover and type the details. The donor email then lets you follow up with the receipt.

Or paste the JSON

Give this to your AI. It needs the AI Form API MCP server or an API key. It makes the form and sends you the link.

text

Create this form with the AI Form API create_form tool (or POST https://aiformapi.com/v1/forms with my API key). Then reply with the public_url.

{
  "title": "Record a donation",
  "description": "Please give us the details of your gift. We use them to write your receipt.",
  "fields": [
    {
      "id": "donor_name",
      "label": "Donor's full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "donor_email",
      "label": "Donor's email",
      "type": "email",
      "required": true
    },
    {
      "id": "donor_mailing_address",
      "label": "Address for the receipt",
      "type": "long_text",
      "max_length": 400
    },
    {
      "id": "gift_kind",
      "label": "What kind of gift is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Money",
        "Goods (in kind)",
        "Services or time"
      ]
    },
    {
      "id": "gift_description",
      "label": "What did you give?",
      "type": "long_text",
      "required": true,
      "help": "For goods, list each item and its condition.",
      "max_length": 1000
    },
    {
      "id": "money_amount",
      "label": "Amount given, for money gifts",
      "type": "number",
      "min": 0,
      "max": 1000000
    },
    {
      "id": "estimated_value",
      "label": "Your estimate of the value, for goods or services",
      "type": "number",
      "min": 0,
      "max": 1000000
    },
    {
      "id": "gift_date",
      "label": "Date of the gift",
      "type": "date",
      "required": true
    },
    {
      "id": "how_it_arrived",
      "label": "How did the gift reach us?",
      "type": "single_choice",
      "options": [
        "Cash handed over",
        "Cheque",
        "Items delivered",
        "Items collected by us",
        "Online payment page",
        "Other"
      ]
    },
    {
      "id": "received_by",
      "label": "Who received the gift?",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "fund_or_event",
      "label": "Which fund or event is it for?",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "keep_name_private",
      "label": "Please do not list my name publicly",
      "type": "checkbox"
    },
    {
      "id": "receipt_wanted",
      "label": "I would like a receipt",
      "type": "checkbox"
    }
  ]
}

Or call the API

bash

curl -X POST https://aiformapi.com/v1/forms \
  -H "Authorization: Bearer $AIFORMAPI_KEY" \
  -H "Content-Type: application/json" \
  -d '{"title":"Record a donation","description":"Please give us the details of your gift. We use them to write your receipt.","fields":[{"id":"donor_name","label":"Donor'\''s full name","type":"short_text","required":true,"max_length":150},{"id":"donor_email","label":"Donor'\''s email","type":"email","required":true},{"id":"donor_mailing_address","label":"Address for the receipt","type":"long_text","max_length":400},{"id":"gift_kind","label":"What kind of gift is it?","type":"single_choice","required":true,"options":["Money","Goods (in kind)","Services or time"]},{"id":"gift_description","label":"What did you give?","type":"long_text","required":true,"help":"For goods, list each item and its condition.","max_length":1000},{"id":"money_amount","label":"Amount given, for money gifts","type":"number","min":0,"max":1000000},{"id":"estimated_value","label":"Your estimate of the value, for goods or services","type":"number","min":0,"max":1000000},{"id":"gift_date","label":"Date of the gift","type":"date","required":true},{"id":"how_it_arrived","label":"How did the gift reach us?","type":"single_choice","options":["Cash handed over","Cheque","Items delivered","Items collected by us","Online payment page","Other"]},{"id":"received_by","label":"Who received the gift?","type":"short_text","max_length":150},{"id":"fund_or_event","label":"Which fund or event is it for?","type":"short_text","max_length":200},{"id":"keep_name_private","label":"Please do not list my name publicly","type":"checkbox"},{"id":"receipt_wanted","label":"I would like a receipt","type":"checkbox"}]}'

JSON definition

json

{
  "title": "Record a donation",
  "description": "Please give us the details of your gift. We use them to write your receipt.",
  "fields": [
    {
      "id": "donor_name",
      "label": "Donor's full name",
      "type": "short_text",
      "required": true,
      "max_length": 150
    },
    {
      "id": "donor_email",
      "label": "Donor's email",
      "type": "email",
      "required": true
    },
    {
      "id": "donor_mailing_address",
      "label": "Address for the receipt",
      "type": "long_text",
      "max_length": 400
    },
    {
      "id": "gift_kind",
      "label": "What kind of gift is it?",
      "type": "single_choice",
      "required": true,
      "options": [
        "Money",
        "Goods (in kind)",
        "Services or time"
      ]
    },
    {
      "id": "gift_description",
      "label": "What did you give?",
      "type": "long_text",
      "required": true,
      "help": "For goods, list each item and its condition.",
      "max_length": 1000
    },
    {
      "id": "money_amount",
      "label": "Amount given, for money gifts",
      "type": "number",
      "min": 0,
      "max": 1000000
    },
    {
      "id": "estimated_value",
      "label": "Your estimate of the value, for goods or services",
      "type": "number",
      "min": 0,
      "max": 1000000
    },
    {
      "id": "gift_date",
      "label": "Date of the gift",
      "type": "date",
      "required": true
    },
    {
      "id": "how_it_arrived",
      "label": "How did the gift reach us?",
      "type": "single_choice",
      "options": [
        "Cash handed over",
        "Cheque",
        "Items delivered",
        "Items collected by us",
        "Online payment page",
        "Other"
      ]
    },
    {
      "id": "received_by",
      "label": "Who received the gift?",
      "type": "short_text",
      "max_length": 150
    },
    {
      "id": "fund_or_event",
      "label": "Which fund or event is it for?",
      "type": "short_text",
      "max_length": 200
    },
    {
      "id": "keep_name_private",
      "label": "Please do not list my name publicly",
      "type": "checkbox"
    },
    {
      "id": "receipt_wanted",
      "label": "I would like a receipt",
      "type": "checkbox"
    }
  ]
}

Donation receipt form for gifts of money, goods or time