This article explains the step-by-step process for how matching gifts are submitted, verified, and disbursed to nonprofits — along with how Double the Donation simplifies each stage to help organizations raise more matching gift revenue.
Step 1: The donor makes a donation
Step 2: The donor submits a matching gift request
Step 3: Your nonprofit verifies that the donation was made
Step 4: The company issues the matching gift check
Overview of the Matching Gift Process
The matching gift process can be complex for donors, nonprofits, and companies. Double the Donation’s mission is to make the process easier for everyone involved — increasing awareness, participation, and funding for your organization.
The matching gift submission process can be complicated for donors, nonprofits, and companies. Double the Donation's mission is to help organizations raise more matching gift revenue for their causes by making the entire matching gift submission process easier for all parties. Here are the main steps in the matching gift submission process, where different parties tend to get stuck, and how Double the Donation helps unstick them to raise more money for your organization:
Step 1: The Donor Makes a Donation
For most donors, the matching gift process starts — and unfortunately ends — at this step. Studies show that 78% of donors are unaware of whether their employer offers a matching gift program, leading to only 1.31% of individual contributions being matched (these stats and more can be found here!).
How Double the Donation Helps
Double the Donation bridges the awareness gap by:
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Maintaining a database of 24,000+ companies with detailed matching gift information (forms, guidelines, and instructions).
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Providing a streamlined search tool integrated directly into your donation forms to help donors check their eligibility during the donation process.
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Offering 80+ native integrations that allow nonprofits to easily add this functionality without coding, which you can browse here.
By integrating the search tool into your donation process, you can help donors immediately determine if they’re eligible for matching gifts — ensuring more donations qualify for matches.
Step 2: The Donor Submits a Matching Gift Request
Once a donor confirms eligibility, they must submit a matching gift request to their employer. This is typically done through a company’s online giving portal, where the donor provides:
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Their name and employee ID.
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The nonprofit’s name and tax ID.
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The donation amount and date.
Some companies still use paper forms that require mailing or scanning, though most use digital platforms.
How Double the Donation Helps
Double the Donation simplifies this process by:
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Tracking thousands of company-specific submission processes, ensuring donors always have up-to-date links and instructions.
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Donors can encounter this matching gift messaging both on the confirmation page after completing their donation on an integrated donation form or in automated matching gift emails sent through the matching module.
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Sending automated matching gift emails to remind donors to complete the request.
Additionally, for select companies, the auto-submission feature allows donors to submit matching requests directly from the confirmation page or via email — eliminating extra steps and boosting submission rates.
Step 3: The Nonprofit Verifies the Donation
Before issuing the matching funds, most companies require nonprofits to verify that:
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The donation was made by the employee who submitted the request.
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The nonprofit meets the company’s eligibility requirements.
Verification can be completed online through the company’s portal or via email or mail for paper-based programs.
How Double the Donation Helps
Verification can be time-consuming, but Double the Donation makes it easier by:
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Allowing organizations to filter donation records in the matching module to quickly locate information needed for verification.
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Ensuring all relevant donor and transaction data is accessible in one centralized location.
By simplifying verification, nonprofits can process matches faster and increase the likelihood of receiving funds.
Step 4: The Company Issues the Matching Gift Payment
Once the donation is verified, the company processes the payment. Timelines vary — some companies issue matches monthly or quarterly, while others distribute payments annually. Payments may be sent via:
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ACH (Automated Clearing House) transfers
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Checks
How Double the Donation Helps
When your organization receives the matching payment:
- Reconcile that information within the matching module.
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Use the matching module to update the donation’s status (e.g., “Match Complete”).
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This triggers the automated “Thank You” email stream to acknowledge the donor’s efforts and express gratitude.
Why this matters: Stewardship is one of the best ways to encourage repeat participation. Thanking donors who submit matches builds loyalty and increases long-term engagement.
For organizations using auto-submission, the matching gift status may be updated automatically by participating workplace-giving providers — saving additional time.