Fundraising Campaign Tracker
A structured Excel workbook to track one fundraising appeal from launch to target: cash banked each week, progress by phase, and the pledges and grants still to land, with a dashboard showing where the appeal stands. Built for capital appeals, building funds and time-bound campaigns, and made to sit alongside your day-to-day income records.
An appeal usually runs on a total in someone’s head or a figure on a whiteboard, so when the board asks the two questions that actually matter – how far are we, and are we still moving – the honest answer is a guess. Pledges and banked cash get muddled together, and the number quoted to trustees or donors ends up overstating what’s really in the account. Appeal money also comes tied to the purpose it was raised for, so it has to be tracked apart from your general income and squared off at the year-end. This workbook holds all three at once: cash banked against target and by phase, pledges kept visibly separate until they land, and a single clean monthly figure to carry into your income records – so the appeal shows up in your accounts without being counted twice.
It’s a progress tool, not a second set of books. The weekly log records cash as it reaches the bank, and pledges stay in their own place until the money actually arrives, so the headline you put in front of a board is money you hold, with what’s still promised shown beside it rather than blended in. Run your wider income through the Charity Income Tracker, and the appeal’s monthly figure crosses over as one line; on its own, it still gives you the full picture of the appeal.
What’s included
Workbook (Excel)
- Set-up and Key – name the appeal, its overall target and its phases once; a colour guide and short instructions are built in
- Dashboard – progress against target with cash and cash-plus-pledges shown apart, phase completion at a glance, and the weekly trend as a running line
- Weekly Log – cash banked each week, a running total, remaining to target, and a monthly-totals helper that gives you the single figure to carry across to your income records
- Phases – target, raised, remaining, percentage and status for each stage of the appeal, from deposit to final push
- Pledges and Pipeline – money promised or awarded but not yet in the bank, held separate from the cash figures until it actually lands
Who it’s for
Small and medium UK charities running a capital appeal, a building fund or a time-bound fundraising campaign, across all legal forms – CIOs, charitable companies, trusts and unincorporated associations. It works alongside the Charity Income Tracker, sharing one monthly figure, and stands on its own if the appeal is all you need to run.
FAQ
What’s the difference between this and the Charity Income Tracker?
This tracks one appeal – a single target, its phases, and the pledges behind it. The Income Tracker records all your income, month by month, across every fund and source. Run an appeal inside your wider fundraising, and you’ll want both, with the appeal figure crossing from here into your income records as one monthly line. Buy this one on its own if a campaign is all you’re tracking for now.
Do we need the Income Tracker as well?
No. The Campaign Tracker stands on its own and gives you the full picture of the appeal. The two are built to work together – the appeal’s monthly total drops into the Income Tracker as a single line – but this one runs perfectly well alone.
Why doesn’t it record every donation?
It’s a progress tracker, not a donor ledger. You enter the cash banked each week as a single figure, which is what tells you how far the appeal has come and whether it’s still moving. Donor-by-donor records belong in a CRM; this keeps the appeal’s momentum in view.
Can we track more than one appeal?
One appeal per workbook, so each stays clean and uncluttered. If you’re running two at once, save a second copy of the file for the second appeal.
Can we edit it?
Yes. It’s a standard Excel workbook. Rename the phases, adjust the target, add your charity’s name and colours, and change the sheets as you like.
Do we need any special software?
Microsoft Excel is recommended. The file also opens in Google Sheets, Apple Numbers and LibreOffice, though some formatting may shift slightly.
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