You can import new Recurring Payment Instructions (RPIs) and upgrades to existing RPIs using Donorfy’s Data Preparation Template. This allows you to efficiently create payment plans at scale and associate them with the correct constituents.
🤓Tip:
Always click Update Template before downloading the Data Preparation Template.
RPIs require valid Campaign, Product and Fund values already set up in Donorfy.
Ensure all lookup values match exactly.
Prepare the Template for Importing RPIs
Go to Data Management, click File Uploader.
Click Update Template to refresh all fields.
Download the Data Preparation Template.
Delete all worksheets except Recurring Payment Instruction.
Right-click the tab and create a copy in a new workbook, ensuring the tab name remains unchanged.
The worksheet is now ready for data entry.
Required Fields for New RPIs
Each row in your upload creates a new RPI on the constituent’s record. The following fields are required or recommended for a valid import:
Constituent Matching Fields
Provide one or more of the following to identify the constituent:
Constituent Number.
Email Address.
Phone Number.
External Key.
Donorfy will match in this order. Constituents must already exist.
Mandatory RPI Fields
Field | Description |
RPI Type | Enter Recurring Donation or Membership. |
Frequency | Enter Month, Year, Quarter, or Half Year. |
Collection Method | Enter the method name exactly as configured in Donorfy. For GoCardless, enter Go Cardless. |
Collection Day | Enter a number from 1–31. |
Start Month | Enter the month name, e.g. January. |
Start Date | The expected first payment date. |
End Date | The expected end date (use 31/12/2099 if ongoing). |
Amount | The amount to be collected each period. |
Campaign | A valid Campaign name. |
RPI Status | Enter Active or To be Lodged. |
Product | A valid Product name. |
Fund | A valid Fund name. |
Additional RPI Fields (Optional)
Collection Reference Fields
You may populate Collection Reference 1–5 depending on your collection method.
📌 Note: For GoCardless RPIs, Collection Reference 1 must be the Mandate ID, not the Customer ID.
Other Optional Fields
PotentialGiftAid: Enter Yes if donations under this RPI may be Gift Aid-able.
Comments: Any relevant internal notes.
Channel: How the donor signed up (e.g., Website, Face to Face).
Department: A valid department value.
Currency: Usually left blank unless needed.
Bank Account: Bank account receiving the payments.
Acknowledgment Doc: A valid acknowledgment document name.
Acknowledgement Text: Additional text to include.
Reference: External or internal RPI reference.
Beneficiary or Connected Constituent
You may link additional constituents using:
Beneficiary ConstituentNumber / External Key / Email.
Connected ConstituentNumber / External Key / Email.
Optional: Create a Gift Aid Declaration Automatically
You can optionally create a Gift Aid Declaration at the same time as the RPI.
Field | Description |
Create Gift Aid Declaration | Enter Yes to create a declaration. |
Declaration Date | If blank, the donation Date Paid will be used. |
Declaration Start Date | Defaults to 4 years before the declaration date if left blank. |
Declaration End Date | Defaults to 99 years after the declaration date if blank. |
Declaration Method | Must match a valid Gift Aid Declaration Method in your settings. |
Confirmation Required? | Enter Yes if confirmation is required before claiming. |
Tax Payer Title, First Name, Last Name | Optional; if blank, Donorfy uses constituent name data. |
AttachedDocument | Attach a stored file (e.g., scanned declaration). |
Upload and Validate Your RPI File
Save your completed workbook as an Excel file (.xlsx).
Go to Data Management, click File Uploader.
Drag and drop your file into the upload area.
Donorfy will check for:
Invalid field names
Incorrect worksheet names
Missing required fields
Invalid lookup values
Constituent matching errors
When validation completes, download the reviewed file to inspect the status and action for each row.
Possible Row Actions
Import – The RPI will be created.
Ignore – The row will not be imported.
n/a – Appears for internal duplicate checks.
If errors appear, correct them in your workbook before re-uploading.
Complete the Import
Once your file is confirmed correct, click Apply Changes.
Donorfy will create new RPIs and add them to the appropriate constituent Timelines.
The upload status will update to confirm completion.