Charity & NGO workspace

For NGOs, trusts, welfare desks, mosques and madrasas — donors, donations with zakat rules, funds and restrictions, campaigns, pledges, receipts and tax certificates, programmes and grants, beneficiaries and the aid workflow, Qurbani and the public donate page.

The Charity & NGO workspace keeps an organisation's giving and spending in one place: every gift goes into a fund, every rupee of aid comes out of one, and the receipts, tax certificates and fund statements follow by themselves. The fund rules are built in — zakat only pays eligible people, endowment capital is never spent and no fund goes below zero.

Sign in

Staff sign in at charity.hayaterp.com with their Hayat email and password. The same screens are in the ERP under Charity & NGO. Every screen has the pill bar Dashboard, Donations, Donors, Pledges, Funds, Campaigns, Programmes, Grants, Beneficiaries, Aid applications, Aid paid & costs, Qurbani, Volunteers, Certificates, Reports and, for managers, Settings.

Who does what

The dashboard

Received today, This month by type, Aid paid this month and Monthly pledges (with how many are due). Tiles for Cheques to clear, Cases to verify, To approve and Approved, to pay open the filtered lists. Below: every fund's balance and the active campaigns with their progress. + Donation records a gift. On an empty company a Charity Admin sees Load demo data.

Set up first

Settings (charity.manage). The first save adds the charity accounts to the chart and creates the General Fund and the Zakat Fund.

Funds and restrictions

Funds lists every fund with its restriction, programme, whether it is on the donate page, and its balance.

+ Fund sets the code, name, Name (Urdu), restriction, income and expense accounts (blank = by kind), Only for programme, purpose, Zakat fund, Shown on the donate page and order. The restriction and the zakat flag cannot change once money has moved. Click a fund for its ledger; Opening balance records a fund's starting figure (enter the matching ledger opening under Accounts). Transfer moves money between funds with a Reason — only the fund records move, except into an endowment.

Donors and donations

Record a donation

The donation gets a number (DON-…) and a receipt (DRC-…), and the receipt is sent by itself when auto-send is on. A cheque stays Pending and posts nothing until you open it and press Cleared (date and bank), or Bounced with a reason. Cancel donation (charity.manage) reverses it, but only while the fund still has the money.

Open a donation for its fund, method, dedication and goods, and 🔗 Link / ✉ Send for the receipt.

Donors

Donors lists people and companies with what they gave, how often and their last gift. + Donor adds one with Usually gives, Usual fund, Send receipts by (WhatsApp, SMS, email or not), source, tags, Anonymous and Gets appeals. Donors are also made by themselves from donations by phone or CNIC.

A donor's page shows Given in all, the last three tax years (zakat shown apart), donations, pledges, tax certificates and grants, with Edit, Issue tax certificate and + Donation.

Campaigns

Campaigns → + Campaign (charity.programs): Code (in the link) such as ramadan-2026, name, fund, usual type, Target (0 = none), status (Draft, Active, Closed), dates, picture and description. Tick Show on the donate page. Each card shows raised against target with a progress bar; Details shows giving by day and recent gifts.

Pledges

A pledge is a promise to give: Monthly on a day of the month (1–28), or One-off paid by a link. One-off pledges also come from the donate page.

• + Pledge: kind, donor name and phone, type, fund, campaign, amount, day of the month and dates.
• Open a pledge for 🔗 Pay link (optionally Send link by WhatsApp, SMS or email), Record a payment at the desk, Pause / Resume, Edit (amount, day, next due, end), Cancel and Share confirmation.
• Monthly givers get a reminder before each due date with the pay link when Monthly pledge due is on in Marketing → Reminders.

Receipts and tax certificates

Each received donation has its receipt with the registration, NTN and tax wording on the letterhead. Once a year, Certificates → Issue for all donors (charity.manage; type the Start year, e.g. 2025 for 2025-26, or leave it for the last complete tax year) makes one certificate (DTC-…) per donor who gave, with the total and the zakat part. A donor's own page has Issue tax certificate. Re-issuing cancels the old certificate. 🔗 Link and ✉ Send share each one.

Programmes and grants

Programmes & budgets → + Programme: code, name, category (Health, Education, Food, Shelter, Water, Livelihood, Emergency, Orphans, Religious, Other), fund, dates, status, manager, location and the Budget by head (medicines, salaries, rent…). The list shows budget, spent (aid + running costs), used % and how many people were helped; open one for spending by head.

Grants → + Grant (charity.manage) records restricted money from one donor: find the donor, title, amount, programme, dates, agreement ref. and reporting notes. The fund blank makes a new restricted fund for the grant. Record tranche books each instalment received; the detail shows tranches, spending by head and the lines, and 🖨 Utilisation report prints the report for the donor.

Beneficiaries and the aid workflow

Case files

Beneficiaries → + Case file (charity.programs): name, father / husband, CNIC (one case per CNIC), phone, gender, date of birth, category (Widow, Orphan, Disabled, Elderly, Patient, Student, Unemployed, Other), city and district; the Household (size, monthly income and its source, housing, rent, Assets (gold, cash, property), Debts, and each member); the zakat declaration; how to pay them (bank, IBAN, wallet); and Documents (+ Upload).

A case file shows the household, Per person income, Net assets and aid received. Under Verification, after the home visit choose Verified, Rejected or Back to pending, set Zakat eligible (As suggested, Yes, No) and write what was seen. Changing income, assets, debts, the household or the declaration sends a verified case back to Pending.

Applications, approval and payment

A bank transfer sends the beneficiary an SMS. Aid paid & costs lists every payment (DSB-…) and, on the Running costs tab, programme expenses (+ Running cost: doctor's fee, medicines, rent…) — zakat funds are never offered for those. Reverse (charity.manage) undoes a payment, except a paid bill.

Qurbani

With Qurbani on in the settings, Qurbani runs the collective sacrifice for a season (the year at the top):

• + Animals (count, type Cow / Camel / Goat / Sheep, share price, cost, tag, place, day 1–3), Pay cost and Slaughtered (donors get an SMS).
• + Booking: name, phone, animal, shares, share price, Meat (Collect, Give to the poor, Deliver), paid now, and the names for the shares (niyyat). Fully paid bookings get an animal and hissa numbers; Allocate waiting does the rest.
• Pay, Allocate, Collected and Cancel (with refund) on each booking; 🔗 Link / ✉ Send the collection slip.
• Close season moves what is left after the animal costs into a fund.

Volunteers and reports

Volunteers keeps people's skills and availability; Hours records time given per programme.

Reports has tabs for the fund statement (opening, in, out and closing, with totals by restriction), donations (by type, method, fund, channel and month, top donors), zakat (opening, collected, paid to the eligible, closing), campaigns and programmes against budget.

The public donate page

Donors give on my.hayaterp.com/donate/your-page, or a campaign's own link …/donate/your-page/c/code. No app and no sign-in.

The pledge's own page (…/donate/your-page/p/…) shows its status, what was given, the next due date, Pay now, Stop this pledge and every receipt. An unpaid one-off gift expires after the Online intent valid hours; Pay now reopens it.

Donors who sign in to your customer portal with the same mobile see My giving: totals by tax year, Give again, monthly pledges (Pay, Stop), Get my certificate, receipts and Qurbani slips.

Where the money goes

The accounts below are added to the chart by themselves. Every posting has the source Charity. See How every module reaches the accounts.

Document numbers: DNR donor, DON donation, DRC receipt, PLG pledge, PRG programme, GRT grant, BEN beneficiary, AID application, DSB aid payment, CEX running cost, DTC certificate, QAN animal, QRB Qurbani booking.