Planned giving software that finds every matured estate gift, reads the will beside the recorded intention, and books it only after a person approves
Every matured estate gift found, read and booked, in the will's own words.
See one case, screen by screen ↓Planned Giving Administration is planned giving software for a university's gift planning office: planned giving officers value and steward bequests, trusts and beneficiary designations with seven agents doing the reading, matching and arithmetic. When a donor dies, the agents match the probate filing to the legacy society record, quote the will's gift clause beside the recorded intention, value the share and draft the receivable, the executor letter and the fund request. A Specialist prepares the case, the Director of Gift Planning approves it and the Assistant Controller books it.
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Planned giving software usually stops at the promise. A university's gift planning office carries thousands of promises that pay out years later: bequest intentions in wills and trusts, beneficiary designations, charitable gift annuities and charitable remainder trusts. When a donor dies, the gift matures, and someone has to notice, read the will, work out the university's share, compare it with what the donor said years ago, thank the executor, book the receivable, set up the fund the donor asked for, and follow the estate until the money arrives.
Today that is found late, read by hand and kept in spreadsheets. An office often learns of a death from the family, an obituary or the executor's attorney, and the intention in the advancement CRM may be ten years older than the will. A record that says "$500,000 for the library" meets a will that leaves a share of the residue as a permanent endowment, so a gift is booked at the wrong amount, to the wrong kind of fund, or not at all. Planned Giving Administration puts seven agents in front of that bequest administration, so the Estate Administration Specialist prepares, the Director of Gift Planning decides and the Assistant Controller books.
Estimated split of a typical matured bequest's business days, by hand and with the agents, not counting the wait for the executor's inventory; our arithmetic, kept modest.
A monitor agent finds the matured gift, a document reader quotes the will, the valuation agent computes the share; the Director approves and the Controller books.
Margaret Ellison-Tran, 91, class of 1957, joined the Halden Legacy Society in 2009. She died on September 28, 2026. Here is what happens to her estate gift, screen by screen, in the working solution.
The notice monitor reads public probate filings and death notices against 1,604 legacy society members and 1,860 documented intentions. This week it read 214 notices and found 9 possible matches; people rejected 6 with a reason, and 3 wait. Walter J. Pruett matches at 96%; Dorothy A. Kimball, at 81%, needs her maiden name checked against the alumni record.
Nothing is sent, called or changed until a person confirms the match.
The Wexmoor County probate filing matched Margaret's record at 97%, and Owen confirmed it at 10:12, opening case EST-2026-041. The document reader read the 12-page will and the codicil, quoted each clause with its article and page, and confirmed that the 2023 codicil changes only the alternate executor: Article IV is unchanged.
Owen clicks the citation and the clause opens from the will of June 18, 2019, page 7 of 12: twenty percent of the residue of her estate, to be held as a permanent endowment for the library system. Opening a source is recorded in the audit trail.
"…to be held as a permanent endowment known as the Margaret Ellison-Tran Library Endowment…"
The estate case sheet sets Article IV §4.2 of the will beside the intention recorded in the advancement CRM in May 2009. The intent agent writes three differences, each side cited: the amount is a share, not $500,000; the form is a permanent endowment, not current use; the purpose is acquisition and preservation across the library system.
Recorded in 2009: "Plans to leave $500,000 for the library."
The document reader reads the four-page inventory and redacts four account numbers, then checks the will for gifts ahead of the residue. The valuation agent computes the share, the intent agent re-checks the differences, the stewardship writer drafts the next steps, and the estate tracker notes that the contest window closes February 9, 2027, before handing the case to Owen.
A residence at $1,240,000, a brokerage account at $2,278,600 and bank accounts at $386,000 come to $3,904,600. Twenty percent of the residue is $780,920 before expenses, $280,920 more than the recorded intention. Discounted at 4.6% over 14 months, the receivable is $741,002; the 2009 intention was counted once, and the realized gift counts when received.
Endowment request ER-2026-118 carries the purpose verbatim, checks the $50,000 minimum to endow and the naming policy, and confirms that the 2012 statement's current use does not override the will. Of the uses the Libraries proposed, rare book conservation fits; staff for a digitization project does not.
"the acquisition and preservation of materials for its library system"
Owen sends the case; he cannot approve his own work. Celia approves the estimated share of $780,920, the condolence letter to Daniel Ellison-Tran through his counsel, and the endowment request, each checked and cited. Returning a case instead would need a reason code.
"Share, letter and fund terms agree with Article IV §4.2."
Victor can book only after the will is admitted, no contest is filed and the Director has approved. The journal entry is drafted for him: contributions receivable of $780,920 against contribution revenue with donor restrictions, a discount of $39,918 and a net receivable of $741,002, entry AR-EST-2026-0412.
The notice monitor's screening, the document reader's reading, the valuation agent's $780,920 and $741,002, Owen's sending, Celia's approval and Victor's booking all sit on one audit trail, each row linked to its source. The export pack gathers a case or a period for the auditor.
The same bequest, seen by the five people who handle it, from the gift officer to internal audit: what their day looked like, and what it looks like now.
A monitor agent finds the matured gift, a document reader quotes the will, the valuation agent computes the share; the Director approves and the Controller books.
Screens public probate filings and death notices each morning against legacy society members and documented intentions, and shows its evidence side by side.
Reads wills, codicils, trust excerpts, beneficiary forms and executors' inventories, quoting each clause with its article and page and redacting account numbers.
Compares the instrument with the intention in the CRM and the signed statement of intent, writes each difference in plain words, and routes a restricted bequest to a fund request.
Computes the share, its present value for the receivable and how it counts under the counting policy, and re-values the whole planned gift book each month.
Follows each open estate's docket, deadlines and executor correspondence, watches the contest window and escalates SLA breaches.
Drafts executor condolence letters, receipts, family stewardship reports and annual confirmations of bequest intentions.
Tests every state's charitable gift annuity reserve, prepares Form 1099-R and Form 5227 data, and applies the rate schedule for new annuities.
Confirm, approve, book. The agents propose; a named person decides.
An ask box on every estate case sheet, and an assistant across the office, answer in plain words with the source behind each statement.
What differs between her intention and the will?
Three things. Amount: the will gives 20% of the residue, about $780,920 on the $3,904,600 inventory, where the 2009 record says $500,000. Form: a permanent endowment, not current use. Purpose: acquisition and preservation across the whole library system. The endowment request carries her words.
When can the receivable be booked?
No contest is on the docket. The will was admitted October 9, so policy GA-14 allows the receivable now. The estate tracker watches the docket until the contest window closes on February 9, 2027.
Which open estates are past their SLA?
Four. The most urgent is Evelyn Sato's trust: the trustee promised the inventory within 60 days of June 30, and it is 113 days, escalated to Celia Navarro with a second request drafted. Thomas Whitcombe's estate is on hold, not late: the will is contested.
Are our gift annuity reserves met in every state?
Four of the five states with reserve rules are met. New York is short by $18,400: required $2,431,200, held $2,412,800 after the third-quarter decline. The transfer is drafted and waits for Victor Hale, who alone can move it.
13 screens from the working solution, on its sample data. Pick one to see it large.
The counting, accounting and service rules every case is checked against are settings, changed only by the administrator and recorded on the audit trail.
| Setting | Default | Choose from |
|---|---|---|
| Counting: revocable intentions | 65 or older | Count only from donors aged 65 or older, at face and present value |
| Counting: realized gifts | On | Counted when received or booked; earlier counted intentions flagged, not added |
| Receivable discount rate | 4.6% a year | For amounts expected after 12 months (policy GA-14) |
| Match threshold | 90% | Below it, the notice monitor asks a person what would settle it |
| Will contest window | 4 months after admission | The estate tracker watches the docket until it closes |
| SLAs | 2 · 5 · 10 business days | Confirm a match · acknowledge the executor · book the receivable |
| Executor inventory | 60 / 90 days | Ask at 60 days, escalate to the Director at 90 |
| Minimum to endow | $50,000 | Gift acceptance policy §6.2 |
Every figure is labelled: a target the solution is built to, an estimate, a typical published result, or a proven one.
Sources: Giving USA 2025 (bequests of $45.84 billion in 2024) · CASE reporting standards and guidance on counting revocable deferred gifts from donors 65 or older · FASB ASC 958-605 and 958-310 (contributions receivable at present value when payment is more than a year away) · IRS Form 1099-R and Form 5227 · "target" = design goal, measured in the live solution · "demo" = seen in the working solution, on its sample data · "typical" = published figures · "estimated" = our arithmetic, kept modest. Halden State University and the people named on this page are fictional — characters and sample data in the working solution.
Planned Giving Administration is planned giving software for a university's gift planning office: planned giving officers value and steward bequests, trusts and beneficiary designations with seven agents doing the reading, matching and arithmetic. When a donor dies, the agents match the probate filing to the legacy society record, quote the will's gift clause beside the recorded intention, value the share and draft the receivable, the executor letter and the fund request. A Specialist prepares the case, the Director of Gift Planning approves it and the Assistant Controller books it.
Planned giving is a gift arranged now that pays the institution later: a bequest intention in a will or trust, a retirement account beneficiary designation, a charitable gift annuity or a charitable remainder trust. In the working solution's sample, the university carries 1,860 documented intentions, 240 gift annuities and 61 remainder trusts, with about 70 gifts maturing a year.
The notice monitor matches the probate filing or death notice to a legacy society member, and a person confirms before any outreach. The document reader quotes the will and reads the executor's inventory, the intent agent marks every difference from the recorded intention, and the valuation agent computes the share and its present value. The Director approves, the Assistant Controller books once the gift is irrevocable, and the estate tracker follows the estate until the money arrives.
By the office's counting policy, which is a setting. In the sample, revocable intentions count only from donors aged 65 or older, at face and present value, and a realized bequest counts when received while the earlier counted intention is flagged, not added. The valuation agent re-counts the book each month, and the Director approves the re-count.
It works with the gift annuity and trust administration system rather than replacing it. The annuity and trust agent tests the reserve in every state with reserve rules, drafts a transfer when one is short, and tracks Form 1099-R and Form 5227 data; only the Assistant Controller can approve a transfer.
No. The agents read, match, compare, value and draft; they never contact a family, change a donor's restriction, send a letter, book an entry or move money. Below the match or extraction threshold, they ask a person what would settle it.
Yes. A person confirms every notice match, the Director approves every case, letter and fund request, and the Assistant Controller books the receivable, so no one approves their own work. Returning a case or overriding an agent needs a reason code, and every step is on the audit trail.
The Agentic Solution Engine builds and deploys it from your requirements and documents, such as your gift counting and gift acceptance policies and a sample of past estate files, and it goes live once every quality gate has passed. We will walk you through it on your own files first.
Every charge checked against the donor's own words, and idle payout put to work.
1-min demoProspect ResearchA cited brief before every visit in minutes, not days, each wealth figure confirmed twice.
1-min demoGift Acceptance & Donor Due DiligenceEvery large gift and naming decided on a cited file, with returnable gifts flagged early.
1-min demoWe'll run Planned Giving Administration on a sample of your own bequest intentions, wills and executors' inventories.