Question: Fundraising night sales tracking

I know there has to be an easier way and more thorough, to track door sales, bake sales and auction sales then weve done. Anyone have any ideas? We are having a Christmas shop fundraiser and will have childrens shop items, adult table items, book table, bake sale and silent auction.... how do i track all that at the door and still maintain good records of who paid what (if needed) and accurate tallies for each area?

Asked by ocdnewbie



Community Advice

ocdnewbie writes:
PS- Im sorry if there are already answers to this that ive missed... ive gotten lost on here and google brings me nothing

Advice from PTO Today

Craig writes:
I don't think you need to track who paid what for the small items. You should be giving people receipts and if there's a problem, they can produce the receipt.

Set up a pay station in each area -- don't have several volunteers handling the money. One good setup -- one person handles the money while another creates the receipt and makes a record of what was sold. Have them seated at one end of the display table so there's a natural flow.

To track what was sold, create a spread sheet with each item listed and the cost. Then tick off each sale.

For the silent auction, how formal your process needs to be depends to a certain extent how many items you're offering. But one simple and quick way to track information is to write it directly on the bid sheet once the item is sold.

Community Advice

LauraJan1 writes:
In addition to the great fundraising event you have and will host again, had you thought of using an online fundraising store? It wokrks great all year round and generates a monthly donation check for your school, PTA or PTO. You do not have the burden of laying out any money, no paperwork, no stocking products and if you choose the right fundraising company with years of experience you will have easy way to generate the funds you need. May I suggest a company like shopforstudents dot com. There is no cost, no headache and they have been doing this since 2008. You get your own custom domain name for your store plus custom designed online banners to use in outbound emails (to remind your staff, parents and supporters to shop), newsletters and in social media PLUS custom designed flyers you can attach to emails, post up and handout or send home.

They have gifts and unique products. Lastly checkout their ink and toner department. They sell ink and toner in your online fundraising store saving everyone up to 75% with FREE Shipping and you receive 15% of the total gross order amounts. You teach your students how they can prevent more ink empties going into landfills, protect the water eco system. By doing it online, people shop 24/7, no need for unsafe door to door selling plus much healthier alternatives, no cookie dough or chocolate. They can be reached at 1.877.980.7467. Good luck. Laura

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