DonorLog User Guide

1. Getting Started

Welcome to DonorLog

DonorLog is your comprehensive charitable donation tracking companion, designed to simplify tax season and maximize your charitable impact. Whether you're donating household items, writing checks, or giving appreciated stock, DonorLog ensures you never miss a deduction and stay IRS compliant.

First Launch Setup

1Download and Install: Get DonorLog from the App Store and launch it on your iOS device.

2Initial Setup: On first launch, you'll be guided through setup:

• Enter your display name for reports
• Set your preferred mileage rate (IRS standard is $0.14/mile for 2025-2026)
• Choose your donation entry mode (Category-based or Item-based)
• Enable iCloud sync for backup across devices

3Explore the Interface: Familiarize yourself with the main tabs:

• Items: Track household item donations with automatic FMV calculations
• Cash: Record monetary donations with payment method tracking
• Stock: Manage securities donations with capital gains tracking
• Charities: Store charity information including EIN numbers
• Summary: View tax year summaries and generate reports
• Settings: Customize app preferences and data management

2. Item Donations

Adding Item Donations

DonorLog includes nearly 2,000 pre-loaded donation items with automatic Fair Market Value (FMV) calculations based on IRS guidelines and industry standards.

Category-Based Entry

1Select Category: Choose from major categories like Clothing, Household Items, Electronics, etc.

2Browse Subcategories: Drill down to specific item types within each category.

3Add Items: Select items and specify quantities. DonorLog automatically calculates FMV ranges.

4Choose Value: Select from Low, Average, or High FMV based on item condition:

• High: Excellent condition, like new
• Average: Good condition, normal wear
• Low: Fair condition, significant wear

Item-Based Entry

For faster entry, switch to Item-Based mode in Settings:

• Type to search through all 2,000+ items
• Quickly find specific items without browsing categories
• Perfect for users familiar with donation item names

Custom Items

For items not in the database:

• Add custom items with manual FMV entry
• Use the IRS 30% rule (30% of original purchase price)
• Research comparable items online for fair market value
• Consult thrift store prices for similar items

Documentation and Photos

Adding Photos

1Attach Photos: Take photos of donated items for IRS documentation.

2Receipt Photos: Capture donation receipts from charities.

3Photo Gallery: View all photos in an organized gallery with zoom functionality.

IRS Documentation Requirements

• Under $250: Receipt from charity with date, location, and description
• $250-$500: Written acknowledgment from charity
• Over $500: Form 8283 (Section A) required
• Over $5,000: Qualified appraisal and Form 8283 (Section B)

3. Cash Donations

Recording Cash Donations

Track all monetary donations including checks, credit cards, online giving, and cash contributions.

Adding Cash Donations

1Enter Amount: Record the donation amount in dollars.

2Select Payment Method:

• Check (include check number)
• Credit Card
• Debit Card
• Online/Electronic Transfer
• Cash
• Automatic Deduction (payroll, etc.)

3Choose Charity: Select from your charity list or add a new one.

4Add Details:

• Donation date
• Purpose or campaign (optional)
• Notes or special instructions
• Receipt photo attachment

Recurring Donations

For regular giving:

• Set up templates for monthly/weekly donations
• Quickly duplicate previous donations
• Track automatic payroll deductions
• Monitor giving patterns and trends

Cash Donation Best Practices

Record Keeping

• Always obtain receipts for cash donations over $75
• Keep bank records for check and electronic donations
• Save credit card statements showing charitable donations
• Document the charity's tax-exempt status

4. Stock & Securities

Managing Stock Donations

Track donations of appreciated securities to maximize tax benefits while supporting your favorite charities.

Adding Stock Donations

1Security Information:

• Security name (e.g., "Apple Inc.")
• Ticker symbol (e.g., "AAPL")
• Number of shares donated
• Fair market value per share on donation date

2Cost Basis Tracking:

• Original purchase price per share
• Purchase date for capital gains calculation
• Automatic capital gains/loss calculation
• Tax benefit optimization analysis

3Donation Details:

• Transfer date to charity
• Receiving charity information
• Brokerage or transfer agent details
• Confirmation numbers and documentation

Tax Benefits of Stock Donations

• Avoid Capital Gains: No tax on appreciated value
• Full Deduction: Deduct full fair market value
• Double Benefit: Avoid tax + get deduction
• Timing Strategy: Donate appreciated stock, keep cash

5. Volunteer & Expenses

Tracking Volunteer Expenses

While volunteer time isn't deductible, out-of-pocket expenses for volunteer work are valuable tax deductions.

Mileage Deductions

1Set Mileage Rate: Use IRS standard rate ($0.14/mile for 2025-2026) or actual expenses.

2Track Miles:

• Miles driven to/from volunteer activities
• Round-trip distances for charity events
• Travel between volunteer locations
• Automatic calculation of deductible amount

Out-of-Pocket Expenses

Deductible volunteer expenses include:

• Supplies: Materials purchased for charity use
• Uniforms: Required clothing without general use
• Training: Required training or certification costs
• Communication: Phone calls, postage for charity business
• Meals: While away from home overnight for charity

Documentation Requirements

• Keep detailed records of volunteer activities
• Save receipts for all out-of-pocket expenses
• Maintain mileage logs with dates and purposes
• Get acknowledgment letters from charities

6. Charity Management

Adding and Managing Charities

Maintain a comprehensive database of the charities you support with all necessary information for tax compliance.

Charity Information

1Basic Details:

• Official charity name
• Complete mailing address
• Phone number and email
• Website URL

2Tax Information:

• EIN (Employer Identification Number)
• Tax-exempt status verification
• 501(c)(3) qualification status
• Deductibility percentage (usually 100%)

Charity Verification

Ensure your donations are tax-deductible:

• Use IRS Tax Exempt Organization Search
• Verify 501(c)(3) status
• Check charity rating services (Charity Navigator, GuideStar)
• Confirm current tax-exempt status

Charity Categories

Organize charities by type:

• Religious: Churches, temples, religious organizations
• Educational: Schools, universities, educational foundations
• Health: Hospitals, medical research, health organizations
• Social Services: Food banks, homeless shelters, community services
• Environmental: Conservation, environmental protection
• Arts & Culture: Museums, theaters, cultural organizations

7. Tax Reporting

Generating Tax Reports

Create professional PDF reports for your accountant or personal tax filing with comprehensive donation summaries.

Tax Year Summaries

1Annual Overview:

• Total donations by tax year
• Breakdown by donation type (items, cash, stock, expenses)
• Summary by charity
• Monthly giving patterns

2Detailed Reports:

• Complete donation history with dates and amounts
• Item-by-item breakdown for large donations
• Photo documentation appendix
• IRS compliance verification

Report Formats

• PDF Reports: Professional formatting for accountants
• CSV Export: Spreadsheet format for analysis
• JSON Export: Complete data backup format
• Summary Cards: Quick overview for personal reference

IRS Compliance Features

Automatic Compliance Checking

• Verify charity tax-exempt status
• Flag donations requiring additional documentation
• Alert for donations over IRS thresholds
• Remind about appraisal requirements

Form 8283 Preparation

For non-cash donations over $500:

• Automatic identification of qualifying donations
• Pre-filled donation details for Form 8283
• Appraisal requirement notifications
• Charity acknowledgment tracking

8. Analytics & Insights

Giving Analytics

Understand your charitable giving patterns and impact with comprehensive analytics and insights.

Giving Overview

• Total Giving: Lifetime and annual donation totals
• Donation Types: Breakdown by items, cash, stock, and expenses
• Average Donations: Monthly and per-charity averages
• Giving Growth: Year-over-year giving trends

Charity Insights

• Top Charities: Your most supported organizations
• Charity Diversity: Spread across different cause areas
• Geographic Distribution: Local vs. national giving
• Giving Frequency: Regular vs. one-time donations

Trend Analysis

• Monthly Patterns: Seasonal giving trends
• Tax Year Comparisons: Year-over-year analysis
• Donation Size Trends: Average donation amounts over time
• Category Preferences: Most donated item categories

Tax Insights

Deduction Analysis

• Itemization Threshold: Track progress toward itemizing
• Tax Savings: Estimated tax benefit from donations
• Optimization Opportunities: Suggestions for tax-efficient giving
• Bunching Strategy: Multi-year deduction planning

Customizable Analytics

Personalize your analytics dashboard:

• Enable/disable specific analytics sections
• Choose which metrics to display
• Set giving goals and track progress
• Configure notification preferences

9. Troubleshooting

Common Issues

Data Sync Problems

FMV Calculation Issues

Report Generation Problems

Data Management

Backup and Restore

• Regular Backups: Export data monthly as backup
• Multiple Formats: Use both JSON and CSV exports
• Cloud Storage: Save backups to iCloud Drive or Dropbox
• Test Restores: Periodically verify backup integrity

Data Migration

Moving from other donation tracking methods:

• Import from spreadsheets using CSV format
• Manually enter historical donations for tax years
• Scan and attach old receipts as photos
• Verify charity information and EIN numbers

Getting Help

In-App Support

• Go to Settings → About for version information
• Use the feedback feature to report issues
• Check the built-in help documentation
• Review IRS compliance guidelines

Contact Support

If you need additional help:

• Email: prodigalpigapps@gmail.com
• Website: prodigalpigapps.com
• App Store Reviews: Leave feedback on the App Store

Best Practices

Donation Tracking Tips

• Regular Entry: Add donations immediately after making them
• Photo Everything: Take photos of items and receipts
• Verify Charities: Confirm tax-exempt status before donating
• Keep Receipts: Maintain physical or digital copies
• Annual Review: Review and organize donations before tax season

Tax Season Preparation

• Generate annual reports by January 31st
• Verify all charity EIN numbers
• Organize receipts and documentation
• Review IRS compliance for large donations
• Consult tax professional for complex situations

Maximize Your Impact! DonorLog helps you track every deductible donation to maximize your tax benefits while supporting the causes you care about. Proper documentation and organization make tax season stress-free and ensure you never miss a valuable deduction.