Scholarships for Kids

Scholarships for Kids is a nonprofit, scholarship-granting organization that helps expand educational opportunities for students in Alabama.

The organization had over a decade of donor history—but much of that valuable information remained spread across spreadsheets rather than connected within a dynamic CRM, such as HubSpot.

Problem

Scholarships for Kids had donor-giving history spanning from 2013 through 2025, stored across spreadsheets. Because that historical data wasn’t fully available in HubSpot, the team lacked a complete view of donor relationships over time. They wanted to make it easier to:

• See a donor’s giving history across multiple years
• Build and manage donor portfolios
• Identify lapsed and recurring supporters
• Use historical giving data to inform fundraising conversations and reporting
• Utilize HubSpot as a marketing platform

Getting the data into HubSpot was easier said than done. Thousands of Donor, Household, Company, and Reservation records needed to be cleaned, matched, associated, and validated. Handling the process manually would have been extremely time-consuming and introduced significant risk of duplicate records, broken associations, and inconsistent data.

The organization needed a way to make more than a decade of donor history usable without sacrificing data quality or human oversight.

Solution

Fast Slow Motion helped Scholarships for Kids use Claude to transform its historical donor data into a clean, reconciled foundation in HubSpot while keeping people in control of final import and record decisions.

We configured Claude Team access and governance and created a historical donor-migration skill specifically for the project. Claude was connected to HubSpot with read-only access, allowing it to help analyze and reconcile data without making changes directly to the CRM.

Claude assisted with several of the most labor-intensive parts of the migration:

• Cleaned and audited historical data: Claude helped process source spreadsheets spanning 2013–2025, identify inconsistencies, and prepare the data for migration.
• Matched records against HubSpot: Using read-only HubSpot access, Claude helped identify existing records and map the appropriate HubSpot record IDs.
• Distinguished households from businesses: Claude helped classify donor records appropriately so they could be represented accurately within HubSpot.
• Prepared import-ready files: Claude organized and prepared donor, household, company, and reservation data for human-reviewed HubSpot imports.
• Validated the migrated data: After import, FSM reconciled the resulting data back to the original source files and documented exceptions requiring human review.
• Created a repeatable process: FSM also built a permanent Donation Reconciliation skill that Scholarships for Kids can use to process future donation data without recreating the historical cleanup process each year.

Throughout the engagement, Claude prepared and analyzed the data, while Scholarships for Kids retained control over ambiguous records, final imports, and decisions affecting HubSpot.

Results

The Claude-assisted process turned 13 years of historical donor information from a collection of spreadsheets into an operating asset the Scholarships for Kids team can use for fundraising, reporting, and donor management.

• 5,000+ donors reconciled: Historical donor records were reconciled across the complete 2013–2025 source dataset.
• Companies, households, and contacts organized in HubSpot: The reconciled historical dataset now includes all companies, households, and contacts.
• 13 tax years reconciled to the cent: Every year was validated against the original source spreadsheets, with direct record checks used to verify associations rather than relying solely on summary totals.
• Historical data became actionable: Scholarships for Kids can now query giving by donor, year, and school; build donor portfolios; identify lapsed supporters; analyze multi-year giving; and prepare school-level fundraising reports.
• A repeatable process for future donations: The Donation Reconciliation skill gives the team a reusable workflow for 2026 and future data, helping identify existing HubSpot records, separate net-new records, reconcile incoming files, and prepare human-reviewed imports, compressing weeks of manual reconciliation into hours.

Instead of leaving years of valuable donor history trapped in spreadsheets, Scholarships for Kids now has a more complete view of its supporters in HubSpot—and a repeatable, Claude-assisted process for keeping that information accurate and useful going forward.