School fundraising has come a long way from backpacks stuffed with order forms and crumpled checks. Today, many schools are adopting digital fundraising platforms to streamline the process, making it easier, faster, and more effective. But that doesn’t mean paper forms are no longer used, at least not yet.
If you’re stuck between the old way and the new, this post will walk you through the pros and cons of both approaches and what to think about when making the transition to digital.
The Case for Paper Forms
Familiarity and Accessibility
For decades, paper forms have been the default fundraising tool. Families know how they work, students understand the process, and there’s something reassuring about having a physical form to track progress. For families without reliable internet access or tech confidence, paper might still feel more inclusive.
Cash-Ready Contributions
Some supporters prefer to donate in cash or write a check, and paper forms make that easy. Especially in communities where digital payment adoption is low, going fully online too quickly might leave some donors out.
Tangible Tracking
Having forms in hand can help some students (and teachers) stay more organized. There’s visual proof of what’s been sold or who’s donated. For small fundraisers, it may seem like the most straightforward route.
Why More Schools Are Going Digital
Efficiency and Accuracy
Digital fundraising eliminates manual data entry and reduces the risk of lost forms, misplaced cash, or confusing handwriting. Totals are tracked automatically, and reports can be generated instantly. For busy school staff and volunteers, it’s a significant time-saver.
Wider Reach
Paper forms typically restrict fundraising to a student’s immediate family and neighbors. But with digital tools, students can reach extended family, friends in other states, and social media networks with just a few clicks. It opens up far more potential donors and often brings in more dollars.
Real-Time Engagement
Digital platforms let donors give instantly, see progress bars, and get automated thank-you messages. They make the experience more interactive and can create a sense of urgency around goals or deadlines.
Built-In Communication
Many online fundraising tools include built-in messaging, reminders, and social sharing features that help campaigns grow organically. It also allows schools to keep everyone informed and on track without sending papers home that get lost in backpacks.
The Transition: Going Digital Without Leaving Anyone Behind
If you’re thinking of moving away from paper, you don’t have to make the jump all at once. The best transitions happen when digital and paper methods are offered side by side—at least for a little while.
Start with a Hybrid Model
Run your fundraiser online, but provide a printable form or donation option for those who need it. That way, families who are more comfortable with paper won’t feel left out, and you can begin easing everyone into a new system.
Offer Tech Support
Make sure families know where to go if they have questions about using the digital platform. A short tutorial at back-to-school night or a step-by-step email can make a huge difference.
Choose the Right Platform
Not all fundraising platforms are created equal. Look for one that’s user-friendly, mobile-optimized, has low fees, and is tailored to schools or nonprofits. The goal is to ensure a smooth experience for both organizers and donors.
Digital fundraising isn’t just a trend, it’s a powerful tool that can make fundraising more inclusive, more efficient, and more successful. But paper forms have their place, too, especially during a transition. By meeting your community where they are and gradually introducing new tools, you can raise more while reducing stress for everyone involved.