Managing Donor Payment Methods

Keeping a donor's payment details current is what keeps their recurring gifts from failing. This page brings together every card and bank account a donor has on file, along with the recurring plans they fund, so you can resolve an expired card or a failed payment yourself rather than asking the donor to step in.

From any donor-based view in Reporting (system or custom), click the ellipsis (...) menu on a donor row and select Edit payment methods.

Everything on the page applies to the donor you opened, organized into four sections:

• Donor info: Name, email, and Donor ID, with a View donor record link.
• Saved Payment Methods: Every card and bank account on file for the donor.
• Recurring Schedules: The donor's recurring plans and the method funding each one.
• Audit History: A running log of changes made to the donor's payment methods and schedules.

Saved Payment Methods

The Saved Payment Methods table shows every card and bank account on file for the donor, along with each method's status and whether it funds any recurring gifts. Each saved method shows:

• Payment Method: Card brand and last four digits or a Bank Account label for ACH.
• Expiration: The card's expiration date as MM/YYYY. Bank accounts show no expiration.
• Status: The method's current usability.
  • Active: Usable for charges.
  • Expired: The card's expiration date has passed.
  • Lapsed: The processor flagged the card as no longer valid.
  • Removed: The method has been disabled/deleted.

• Recurring plans: How many recurring schedules use the method.
• Next charge: The soonest upcoming charge date and amount across the method's active schedules.

Use the Status, Method Type, and Last 4 filters, the Next Payment date range, or the search box to narrow the list.

Adding a Payment Method

1. Click Add payment method in the top right.
2. Choose Credit card or ACH.
3. Enter the payment details and a complete billing address, then click Add payment method.

Editing and Removing a Method

Open the ellipsis (...) menu on a saved method to Edit Billing Address or Remove it.

• Edit Billing Address: Updates only the billing address attached to the method. It does not change the card number. To change the actual card, add a new method instead.
• Remove: Marks the method as removed and requests deletion of the stored card data. You can't remove a method while it funds an upcoming scheduled payment. Move those schedules to another method first.

Switching the Method Behind a Recurring Schedule

The Recurring Schedules table lists each plan with its Schedule ID, Amount, Frequency, Next Payment, Created date, and Funding Method. To update a recurring schedule's payment method:

1. Open the ellipsis (...) menu on the schedule and choose Update Payment Method.
2. Select a different saved method, or add a new method inline.
3. Click Save payment method.

Audit History

The Audit History table is a read-only record of changes to the donor's payment methods and schedules, including methods created, removed, or replaced, billing updates, schedule changes, and charges that ran. Each entry shows the Time, the Action, a readable Message, and the User who made the change.

Use it to confirm a change took effect, trace a charge that succeeded or failed, or see which team member updated a method. Automated actions, such as a recurring charge running on schedule, show no user, since no person initiated them. Search the table to find a specific entry.