A cultural heritage organization needed to connect their online store with their donor management system to track supporters and purchases in one place.

Their existing workflow required manual data entry for every transaction, leading to delays in donor recognition and incomplete records.

Challenge

The organization operated a WooCommerce store for merchandise and memberships while managing constituent relationships through Donor Perfect, a specialized nonprofit CRM.

Every completed purchase required staff to manually search for existing donor records, create new records when needed, and log transaction details.

This process consumed staff time and created opportunities for data inconsistencies between systems.

Additionally, form submissions from their website needed to be manually entered into the donor database, further multiplying the administrative burden.

Solution

84EM created a custom WordPress integration that automatically synchronizes WooCommerce transactions and form submissions with the Donor Perfect platform.

The system handles intelligent donor matching by searching existing records using name, city, state, and zip code before creating new entries.

When orders are completed, transaction details flow directly into Donor Perfect as contact records, eliminating manual data entry.

The integration extends to Gravity Forms submissions, capturing contact information from website forms and routing it to the donor database automatically.

Technical Implementation

• Donor Perfect XML API integration: Secure authentication and real-time communication with the donor management system using their native API endpoints.
• Smart donor search algorithm: Multi-field matching logic that prevents duplicate records while handling variations in contact information.
• WooCommerce order processing: Automatic capture of completed transactions with full order details, customer information, and product line items.
• Contact record creation: Transaction data saved as contacts rather than gifts, providing a complete activity history for each supporter.
• Gravity Forms integration: Custom action hooks that process form submissions and route contact information to the appropriate donor records.
• Credential management: Built-in settings panel within WordPress for secure API credential storage and configuration.
• Error handling and logging: Comprehensive logging system to track API calls, troubleshoot issues, and maintain data integrity.
• Admin notifications: Automatic reminders to ensure API credentials are configured before the integration begins processing data.

Results

The integration transformed the organization’s workflow by eliminating manual data entry for all online transactions and form submissions.

Staff now maintain accurate, real-time records across both platforms without duplicating effort.

The automated donor matching prevents duplicate records while ensuring every purchase and interaction is properly attributed to the correct constituent.

This allows the team to focus on donor relationships and programming rather than administrative tasks.