Making the Switch from Paper to Digital Fundraising

If you’re still running fundraising auctions using paper bid sheets, clipboards, and manual tracking, you’re not alone — but you may be missing out on major opportunities to increase engagement, raise more money, and streamline your efforts.

The shift to digital fundraising can feel daunting at first, but the long-term benefits are well worth the transition.

In our recent webinar, we explored how organizations can confidently move their next fundraising auction online. Whether you’re part of a nonprofit, school, or community organization, this webinar was created to help you modernize your approach and maximize your results.

You can view the webinar recording here:

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We’ve also summarized the webinar content in this handy guide for you to read:

Topics Covered

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1. The limitations of paper-based auctions

2. The benefits and features of online auctions

3. How to boost auction revenue with technology

4. Tools to ease the transition from paper to digital

5. Tips to offset platform and transaction costs

6. A little more about GalaBid

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1. Limitations of Paper-Based Auctions

From talking with people every day, one of the biggest challenges with paper auctions is the logistics of figuring out who won and calculating totals — especially if someone has won multiple items. Also, enthusiasm tends to drop during the event. People might bid early but then get distracted by entertainment. At auction close, we often hear stories of people hiding pens just to secure their winning bids — resulting in missed opportunities for higher bids!

But one of the most compelling reasons for switching to digital is the difference it can make to your fundraising. From our experience and industry feedback, transitioning from paper to online auctions typically results in a 30% uplift in revenue.

Let’s take a closer look at how digital can make a powerful impact.

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2. Benefits and Features of Online Auctions

Switching to a digital auction platform doesn’t just streamline your operations — it transforms the entire fundraising experience. From increasing bidder engagement to extending your reach beyond the room, online auctions offer powerful features that paper-based systems simply can’t match. Below are some of the most impactful tools to elevate your next auction and help you raise more with less effort:

Branded Auction Pages: One big advantage of online auctions is how visually appealing they can be. Most platforms allow for branding, so your auction site matches the theme of your event. You can also feature silent auction items alongside other fundraising activities with clear categories and homepage links. Sponsor logos, rotating banners, and even videos can be added to create a dynamic experience.

Extending Your Audience: Online auctions let you reach beyond your event attendees. People typically open auctions a few days to a week before the event — attention spans are shorter than they used to be! More importantly, those who can’t attend can still participate. You can encourage donors, sponsors, and attendees to share the auction or specific items through their networks.

Bid Notifications: Text notifications are a must for every digital fundraising platform. They have much better cut-through than emails — especially at events. Make sure your platform includes a link to allow bidders to quickly return and increase their bids.

Leaderboards and Pop-Ups: Leaderboards showcase current bids, donor names, countdown timers, and sponsor logos. They’re highly visual and keep the auction top of mind throughout the event. Live pop-ups with new bid notifications give bidders kudos and create a more dynamic atmosphere. Leaderboards can also support raffles and pledges, displaying names or amounts on-screen for added engagement.

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3. How to Boost Auction Revenue with Technology

Technology isn’t just about convenience — it’s a powerful tool for increasing what you raise. The right digital features create urgency, streamline payments, and keep bidders engaged. Here are some proven tech-driven strategies to maximize auction revenue and enhance the donor experience:

Overtime / Popcorn Bidding: Extends the auction if a bid is placed in the final minute, resetting the clock each time. At a recent event, this raised an additional €100,000 in one hour. Best for online-only or post-event auctions, but consider your timeline if guests must leave promptly.

Preauthorization: Bidders connect a card before placing their first bid, providing insurance that payments are collected. Increasingly adopted as a standard practice.

Max Bidding: Allows users to set their highest bid, with the system auto-bidding up to that amount. Useful for busy events like award nights or quizzes. (Note: GalaBid does not yet offer this but it’s coming soon).

Sealed Bids: For single sealed bids per item, paper might still work, but online platforms also support sealed bidding with benefits like automatic payments.

Additional Donations: Ask users at checkout if they want to make an extra donation. Follow up after the auction with registrants who didn’t bid or didn’t win to encourage donations.

Supplied Prizes: Available on a sale-or-return basis through most platforms. This fills catalog gaps, such as vacations or female-targeted prizes, without you sourcing them. Only pay if prizes sell; payments are directed to your Stripe account.

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4. Tools to Ease the Transition from Paper to Online

Worried about how guests will adapt to digital bidding? You’re not alone, but simple tools can ease the transition and keep everyone engaged, regardless of tech comfort. With the right support, even traditional attendees can enjoy a seamless experience. Here are two effective solutions:

Volunteer/Personal Shopper Accounts: Staff or volunteers can use shared devices like iPads to assist guests who aren’t comfortable with technology or have dead phone batteries. They help place bids and navigate the auction, ensuring full participation and a more inclusive event.

Physical Displays with QR Codes: Print item sheets with individual QR codes for each auction prize. These can be displayed around the venue, creating a familiar, shop-like browsing experience during pre-dinner drinks or mingling. Guests scan codes to instantly access item details and bid online — blending traditional tactile appeal with digital convenience.

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5. Tips to Offset Platform and Transaction Costs

While digital fundraising platforms have some costs, smart management can minimize or eliminate them without cutting into your proceeds. Understanding your platform’s pricing and using built-in options like tips or fee pass-throughs ensures more funds go directly to your cause.

Pass on Transaction Fees: Many platforms (including GalaBid) use Stripe, a secure and widely used payment processor that makes accepting card payments easy. Connecting a Stripe account is quick and straightforward. You can pass Stripe transaction fees on to bidders at checkout. Over 95% accept this fee, helping you keep more of what you raise.

Choose the Right Platform Fee: Shop around to find a pricing model that fits your fundraising goals and budget.

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6. A Little More About GalaBid

GalaBid is a flexible, all-in-one fundraising platform supporting auctions, raffles, ticketing, and more — whether for single-night events or long campaigns.

Multi-Component Campaigns: Combine auctions, raffles, ticketing, and donations in one campaign or use features separately. Manage everything from a single dashboard.

Ticketing Included: Comes with all pricing tiers, including free, to handle guest entry and payments without extra tools.

Full Access with Free Option: The free model with suggested tips offers core features like SMS bid notifications, volunteer accounts, and a prize catalog — perfect for smaller or first-time fundraisers.

Preauthorization and Fees: Bidders preauthorize cards for secure payments. A 4.9% fee applies to payments and can be passed on to bidders (most agree).

Supplied Prizes and Payments: Offered on a sale-or-return basis. Pay only if items sell. Minimum bids cover prize cost plus 10%, ensuring donations. Profits go automatically to your Stripe account.

Easy Prize Integration: Access the prize catalog with all pricing tiers, browse, and add prizes quickly without chasing donations.

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All this, plus flexible pricing:

Free with Tips: Adds a suggested tip to the winner’s invoice with no platform fee. Ideal for smaller events or those avoiding upfront costs.

Percentage Fee (e.g., 4.9%): Deducts a small percentage from funds raised. Low entry cost and no suggested tipping, suitable for mid-sized events or uncertain revenue.

Flat Fee: Best for larger events (over $25,000 raised). One-time fee covers all features and often offers better value at scale. No suggested tipping included.

Compare pricing and estimate revenue to pick the most cost-effective option for your needs.

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Wrapping Up: Making the Move to Digital Fundraising

Moving from paper to digital fundraising may feel like a big shift, but with the right tools and support, it quickly becomes a game-changer. From engaging branded auction pages and real-time bid notifications to flexible pricing and secure payments, platforms like GalaBid make it easier than ever to run successful, modern campaigns.

Whether you want to increase revenue, reach more supporters, or simplify event management, digital platforms offer clear advantages over traditional methods. With features like supplied prizes, SMS updates, volunteer support, and seamless Stripe payments, GalaBid provides everything you need in one place.