Skip to content

Gift Aid Claim Schedule Builder

Example prompt: "Once a quarter, pull all UK donations from Stripe and our donations Google Sheet for the period, match each donor against our Gift Aid declarations Airtable, build the HMRC Gift Aid claim schedule as a CSV in the format HMRC requires, save it to our 'Gift Aid' Google Drive folder, and email the finance officer a summary of the total claimable amount and any donations missing a declaration."

The Problem

Gift Aid lets UK charities reclaim 25p from HMRC on every £1 a UK taxpayer donates — but the claim is only as good as the schedule behind it. The finance team has to pull every donation in the claim period, match each one to a valid Gift Aid declaration, exclude anyone without one, format the result to HMRC's exact column layout, and submit through the Charities Online portal. Doing this in a spreadsheet quarterly is tedious and error-prone: a missing declaration goes unnoticed, a date format gets mangled, or a donation is included that should not have been. The cost of getting it wrong ranges from a delayed claim to an HMRC compliance enquiry.

How GloriaMundo Solves It

We build a workflow that runs each quarter or on demand for a chosen date range. Integration steps pull donations from Stripe and the donations Google Sheet for the period. A second integration step reads the Gift Aid declarations from Airtable — donor name, address, declaration date, and any "until further notice" or single-donation scope. A code step joins the two, applies the eligibility rules (the donor has paid or will pay UK Income Tax and/or Capital Gains Tax at least equal to the tax reclaimed on their donations, has signed a valid Gift Aid declaration — including any "until further notice" or single-donation scope — that is effective on the donation date, and the benefit threshold for the gift has not been breached), and produces the HMRC schedule CSV in the columns the portal expects. The same code step builds an exceptions list of donations that look eligible but lack a declaration. An LLM step drafts a short summary email for the finance officer with the total claimable amount, the reclaim figure, and the exceptions. Integration steps save both the schedule and the exceptions list to a quarter-specific Google Drive folder and send the email via Gmail. Glass Box preview shows the schedule and a sample of the exceptions before anything is saved or sent.

Example Workflow Steps

  1. Trigger (manual or schedule): Run quarterly, or on demand for a specific date range.
  2. Step 1 (integration): Fetch UK donations in the period from Stripe.
  3. Step 2 (integration): Read offline donations in the period from the donations Google Sheet.
  4. Step 3 (integration): Read Gift Aid declarations from Airtable.
  5. Step 4 (code): Apply eligibility rules, build the HMRC schedule CSV, and produce the exceptions list.
  6. Step 5 (LLM): Draft a summary email with the claimable total, reclaim figure, and number of exceptions.
  7. Step 6 (integration): Save the schedule CSV and exceptions CSV to the quarter's Google Drive folder.
  8. Step 7 (integration): Email the summary and the file links to the finance officer via Gmail.

Integrations Used

  • Stripe — source of online UK donations in the claim period
  • Google Sheets — offline donation log
  • Airtable — Gift Aid declarations database with scope and dates
  • Google Drive — quarterly archive of submitted claims and exception lists
  • Gmail — sends the summary to the finance officer

Who This Is For

UK charities and CASCs that claim Gift Aid quarterly through Charities Online, whose finance team currently produces the schedule manually in a spreadsheet. The workflow handles building the schedule and the exceptions list; submission to HMRC is still done by the finance officer through the portal so the human gatekeeping step is preserved.

Time & Cost Saved

For a small charity with 200-400 donations per quarter, building the schedule by hand takes 4-6 hours per quarter and chasing missing declarations adds more. This workflow runs in minutes and produces a consistent schedule and exceptions list each time. The real value is fewer mistakes — a missed declaration on a single £1,000 gift is £250 of Gift Aid unclaimed.