Initial Import & Historical Gifts

This is the page to read before you authorize go-live. It covers the two questions almost every new customer asks: what happens to the donors already in DonorPerfect, and what happens to years of existing gift history.

Your existing donor base

At onboarding, we run a one-time import that brings your existing donors from DonorPerfect into HubSpot as contacts. The import itself is part of onboarding - there is no separate import fee beyond the standard onboarding/setup fee.

The import is sized to your plan's donor limit. The base plan ($169/month) includes 5,000 donors synced, and you can add capacity in blocks of 2,500 donors at $99/month each. The donors brought in at the initial import count within that limit.

If your donor file is larger than your plan covers (for example, 80,000 historical donor records on a 25,000-donor plan), talk to us before go-live. Common options:

• Import a scoped subset. Many organizations import only donors active within a recent window (for example, the last few years), selected via a Donor ID list exported from DonorPerfect. Long-inactive donors often add tier cost without adding marketing value.
• Add donor blocks to cover the larger file, if you genuinely need every historical donor in HubSpot.

Whatever is agreed for your account is captured in your quote - if you have a question about what your agreement covers, ask us and we'll confirm in writing.

Historical gifts: the default behavior

By default, we do not bulk-import your historical gift records as HubSpot deals. Instead:

• Donor-level totals sync in full, immediately, for every imported donor. Lifetime gift total, year-to-date and prior-year totals, gift count, average and maximum gift, and first/last gift date and amount all populate on day one - so you have donor intelligence in HubSpot from the start, even without individual gift deals.
• One month of donation history is included. With the Gifts Pipeline add-on, individual gifts sync as HubSpot deals starting one month back from go-live and forward from there - every gift from here on shows up as its own deal, linked to the donor.

The reasoning: importing every historical gift as a deal (which can mean hundreds of thousands of records for an established organization) adds cost and clutter without adding insight the donor-level totals don't already give you. Most organizations don't need a deal for a $10 gift from six years ago to run their HubSpot workflows.

Want more history than that?

Additional months of donation history can be imported for a one-time fee of $50 per month of history. If you're after a specific slice instead - for example, every gift tied to a particular campaign or appeal - talk to your APIANT contact about what you're trying to accomplish and we'll size it.

What we need from you before we run the import

• Agreement on the import scope: full file (within your plan's limit) or a scoped Donor ID list.
• If using a Donor ID list, export it from DonorPerfect with the Donor ID on every row.
• Written go-ahead to run the import and switch on live sync.

Questions about how this applies to your account specifically? Contact APIANT support at support@apiant.com.