Recurring Monthly Pledges and Card Declines

One of the best ways to maintain a steady cash flow is to set up a recurring monthly pledge for a donor using a credit card. Each month, the donor’s card is charged automatically, and the transaction is recorded under the donor’s profile.

What Happens When a Card Is Declined?

If a donor’s card is declined, you can now send automated email messages notifying them. These emails can be sent individually, reviewed, modified, and personalized before sending.

Create a Card Declined Email

1. Go to Settings → Transactions → Letters.
2. Click on Card Declined Letters.
3. Click the + (plus) button to create a new letter.
4. Fill in the following details:
   • Letter Name – a name to identify the email internally
   • From Email – the sender email address
   • From Name – the name the recipient will see
   • Letter Subject – what appears in the email subject line
   • Default – select if this should be the default card declined letter
5. Write the email message in the body section, or use a predefined template by clicking Templates. You can include dynamic fields such as:
   • Recipient’s name
   • Amount
   • Last 4 digits of their card
   • Card expiration date
   • Payment category or subcategory
   • Decline reason (e.g., insufficient funds, lost/stolen card)
6. Save the letter when done.

Sending Card Declined Emails

1. Go to Pending Charges from the main menu.
2. Review the list of declined cards.
3. Click Send Card Declined Email to generate the emails.
4. Review the recipient list. Remove anyone who should not receive the email by clicking Delete.
5. Click Send Emails.

Note:

• If Outbox is enabled, emails will go there first for review. You can modify them and send individually or all at once.
• If Outbox is not enabled, emails are sent immediately.