- Location Ukraine
- Industry Nonprofit
- Employees 10 - 50
Consulting engagement to move client to Salesforce, migrate data, integrate payment platform and provide analytics capabilities
Our client
After the 2022 Russian invasion of Ukraine, children’s charity foundation Tabletochki could suddenly no longer continue using Bitrix24, a CRM product developed and managed in Russia. They wanted to take this opportunity to adopt a more powerful, nonprofit-specialized solution. Salesforce would better support their needs – and, by extension, the children with cancer they help – during the harsh circumstances of wartime.
With VRP’s assistance, Tabletochki was able to make this vitally important transition quickly and effectively, and revolutionize how they track donations, maintain connections with supporters, and analyze and demonstrate their work and impact.
“VRP has been a trusted and transparent partner at every step of our Salesforce integration. With $4.4 million raised in 2023, managing the complexity of our donor base—which includes tens of thousands of individual and institutional supporters—requires a robust CRM system. VRP helped us thoroughly evaluate Salesforce against other platforms, ensuring we made the best choice for our needs, and their nonprofit-specific expertise was invaluable, particularly in matching our data model with system architecture.”
- Fast transition from Bitrix24 CRM to Salesforce and migration of all existing data
- Seamless integration with local Ukrainian payment platform and all previous issues resolved
- Transformed reporting with advanced analytics on income channels and donors’ statuses
Challenge
- Urgent need to switch CRM
- Niche, local payment system integration
- Many different fundraising methods
One of the key challenges was the task of quickly switching to a new, more advanced CRM system. It was necessary that the new, Salesforce-based solution would immediately support Tabletochki’s basic operational processes and provide donor service at least at the same level as with Bitrix24. That CRM had already needed to be decommissioned, freezing operations as a result. They faced a dilemma: sacrifice some of the more complex desired functionality to reduce setup time and get back online as quickly as possible; or implement as many improvements as possible, in turn prolonging the setup time and period of disruption.
Another project requirement was to transfer historical data on active subscriptions for monthly payments to the new solution, and teach it to correctly recognize future write-offs and link them to the parent opportunity. This task was complicated by the fact that this was the first such project on the Ukrainian market, so there were no ready-made solutions for integration with LiqPay, the local payment system.
After weighing all the factors, the client and VRP came to a joint decision to choose the first scenario: to break the project into stages and first implement the basic functionality of Salesforce as “minimum viable product” (MVP). This would make it possible to launch the product in a short time and with a minimum number of technical bugs, which are always inevitable at the debugging stage. With this MVP, which would be more than merely minimal, they would get initial experience working with the solution, make adjustments to the requirements for the desired functionality, and launch the communication module, Marketing Cloud in a second stage.
Solution we delivered
- Salesforce solution and new data model
- Wide-ranging fundraising capabilities
- LiqPay integrated and data migrated
After a series of in-depth interviews with Tabletochki’s team, VRP’s experts developed a project scope and roadmap. A new Salesforce solution, featuring a new data model, addressed all types of customized donor management cycles, re-engineered the integration with LiqPay, and included recurrent donation reactivation procedures, automated template-based donor communications, and dashboards.
The complexity of data migration was managed by VRP’s experts through a two-stage process: the first stage for historical data, and the second for new incoming payments during the migration.
VRP’s team also provided much-needed post-implementation support and assistance to increase adoption. As well as onboarding Tabletochki’s core users onto the new solution and providing training sessions and documentation, they also helped their staff to understand the data model, and made the entire development and implementation process understandable to non-technical personnel.
The VRP team also answered ad-hoc queries and helped Tabletochki to build reports, enabling them to meet data requests soon after the solution went live.
Individual donor fundraising capabilities:
Donors database maintenance and enrichment:
History of donors' activities:
Donations types, status and analytics:
Financial and statistical dashboards:
Automated personalized communications:
Simplified donation pages:
Institutional fundraising capabilities:
Different donor management cycles:
Opportunity management:
Payment allocation to cost centers:
Donor reporting management:
Fundraiser performance monitoring:
Financial and statistical dashboards:
Results and benefits
- Fundraising and engagement boosted
- Automated processes and communications
- Analytics and reporting capabilities
Thanks to VRP Consulting’s work, Tabletochki successfully moved its operations and data to a new Salesforce-based solution. They benefit from a single, up-to-date source of data, providing easy access and visibility over information to facilitate their work. They have the ability to use diverse, powerful analytics, both at the level of a specific donor and at the level of an entire audience base or segment.
Tabletochki has now implemented automation of key processes, saving labor and much-needed time for their busy team. They also have the ability to personalize and automate the donor journey, cutting workloads and gaining greater donor engagement and better results, and can now create customized donor management cycles for each type of donor. Finally, Tabletochki now has new abilities in terms of monitoring team performance, giving them insights into successes and where and how improvement is needed.
Company profile
Tabletochki is the biggest childhood cancer charity foundation in Ukraine, providing help for children and their families since 2011. Their mission is to create favorable conditions for high-end medical care and psychological support, and improve the quality of life of Ukrainian children with cancer, and their families, during and after treatment.
