Why review before generating
Every file, spreadsheet, or QuickBooks import lands in a batch you can review before a single receipt is created. Nothing here consumes credits -- generation only happens later, at the Generate PDFs step -- so you can open a batch, look through the data, and fix mistakes without any cost or risk. Catching a typo'd donor name or a wrong amount here is far cheaper than correcting an issued receipt afterward.
The three views
The batch editor offers interchangeable ways to look at the same data:
- Table -- a spreadsheet-style grid, the default view. Best for scanning many rows at once or working through a large batch quickly.
- Cards -- each transaction as an expandable card you open one at a time. Donor fields (name, email, phone, address, and so on) are editable here; the transaction's amount, date, payment method, and reference number are shown read-only, for accounting integrity -- you can correct who a donation belongs to, but not silently rewrite what was recorded.
- Donors -- transactions grouped by donor, with an expandable breakdown of each donor's individual gifts and a running total. This view only appears for QuickBooks-sourced batches, where a reliable customer ID makes the grouping trustworthy; file and Google Sheets imports don't show it.
In Table view the read-only rule is narrower: donor fields and the amount and description columns are editable inline, while date, payment method, and reference number stay locked (their column headers are marked accordingly).
Making edits
- Table view: click any editable cell to turn it into an input. Press Enter to confirm, Escape to cancel, or Tab to commit and jump to the next editable cell in the row.
- Cards view: expand a transaction and edit its donor fields directly in the form.
- Donors view: editing a donor's info updates every transaction grouped under that donor at once, since they all belong to the same person.
Edits auto-save about a second after you stop typing -- there's no separate Save button to remember.
Spotting what's changed
Every edited row gets a visual marker so you can tell what you've touched:
- In Table view, a small dot appears next to the row number, and the modified cell is highlighted with a tooltip showing the original value.
- In Cards view, an "edited" badge appears on the transaction, and each changed field shows its original value underneath.
- A summary bar above the data tracks running totals: transaction count, donor count, total dollar amount, and (once you've made changes) how many rows have been edited -- plus a spinner while a save is still in flight.
Revalidating after edits
A batch that has already been approved -- or is sitting in review -- isn't locked from editing, but touching it does something important: the batch automatically reverts to editing status, and a warning banner explains that the previous approval no longer applies. You'll need to finalize the batch again before it can move forward. This keeps a stale approval from covering data nobody actually re-checked. The Finalize & Continue button that reruns this check is only available while the batch is in draft or editing status.
When re-uploading beats in-place editing
The batch editor only changes values within rows that already exist -- it can't add a missing donation or remove a row that shouldn't be there. If the underlying file was wrong (the wrong export, shifted columns, or missing records entirely), re-upload a corrected file rather than trying to patch every field by hand. The same applies if your source system's column layout changes: re-upload and update your saved mapping rather than fighting the old one. Field-by-field editing is for fixing individual values in data that's otherwise structurally right.
Related
- CSV Format -- required columns and file requirements before you ever reach the batch editor
- Field Mapping -- what happens after you finalize a batch
- Generating Receipt PDFs -- where credits are actually consumed