Why Tracking Auction Items Matters
If you’ve ever helped pull together a charity auction, you know the drill: dozens of asks going out to local businesses, emails flying back and forth, volunteers checking in on promised donations, and someone trying to wrangle all that info into a spreadsheet. Auction item procurement tracking can be made cleaner and easier for all with the right tools.
At first, Excel might feel “good enough.” But pretty soon you’re asking:
- Did anyone ever confirm that spa package?
- Where’s that gift basket stored?
- Who was supposed to follow up with the restaurant?
- …and wait, which spreadsheet is the most updated version?
That’s where auction item procurement tracking in Greater Giving saves the day. Instead of juggling multiple documents and sticky notes, you’ll have one place to keep track of everything—organized, accessible, and built specifically for fundraising events.
The Spreadsheet Struggle
Let’s be honest: spreadsheets weren’t made for auctions. They get the job done in a pinch, but they come with headaches like:
- Version chaos: “Is this the latest file… or the one from last week?”
- One-person bottleneck: Only one person can realistically manage the master file.
- Manual updates: Sorting, filtering, and formatting take forever.
- No built-in reporting: Want to know how many items are still pending? You’re building that chart yourself.
If you’ve ever spent a late night before gala week trying to untangle a procurement spreadsheet, you know how stressful this can get.
Auction Item Procurement Insights: The most common number of Live Auction Packages at nonprofit fundraisers is between 7-10 Items. Most Nonprofits find the sweet spot for Silent Auction Packages to be between 41-60 Packages.
How Greater Giving Makes Life Easier for Auction Item Procurement Tracking
With Greater Giving, you can skip the stress and keep procurement simple. Here’s how:
1. Everything in One Place
Each auction item has designated fields just for procurement:
- Procurement Status – Know exactly where you’re at with each item.
- Location – Track where items are stored.
- Date Received – Keep tabs on when donations arrive.
- Donor – Capture donor info for thank-yous.
- Soliciting Staff Member – See who’s responsible for each ask.
- No more messy notes or “I thought you were handling that.”
Pro Tip: Make Procurement Meetings Shorter:
Instead of going around the room asking every volunteer for an update, run a quick Procurement Status report before the meeting. You’ll instantly see which items are pending, who’s responsible, and what still needs follow-up—saving everyone time (and sanity).
2. Smooth Transition from Spreadsheets
Already started in Excel? Import everything into Greater Giving—item names, values, donor info, procurement details—so you’re not doubling your work.
3. Real-Time Teamwork
Multiple team members and volunteers can update items at once. No more waiting for someone to email “the latest version.”
4. Reporting at Your Fingertips
Run reports like ITM-08: Tracking Procurement Status of Items to instantly see what’s outstanding, which donors need follow-up, and what’s ready to go.
5. Easy Searching & Sharing
Filter items by solicitor, status, or donor with Advanced Search. Save your search so you don’t have to rebuild it every time, and share it with your team.
Getting Started Is Simple
Here’s how to set up procurement tracking in Greater Giving:
- Go to Items & Packages → View Items.
- Click the + button to add a new item or select one to edit.
- Fill in the item name and any details you have.
- Scroll down to the procurement section and add donor, solicitor, and status info.
- Save your work—and relax knowing you’ll never lose track again.
Final Thoughts
Procurement is the backbone of a successful auction, but it doesn’t have to be stressful. By moving from spreadsheets to auction item procurement tracking in Greater Giving, you’ll save time, keep your team organized, and make sure no item slips through the cracks. Download our Auction Item Procurement Guide to learn more about how to get auction items donated for your next event.
That means less chaos, more clarity—and an auction night where you can focus on what really matters: raising money for your cause.
