Frequently asked questions

Your brand kit is the set of details GiveTone uses to make every letter sound like it's coming from you and not from a generic AI. That includes your organization's name and mission, your colors and logo for print-ready output, the legal information that appears on appeal letters (EIN, mailing address, signatory), and a short voice profile that captures how you actually talk to your donors.

Setup takes about ten minutes. You can save partial progress and come back — every step is optional except the organization name. The more you fill in, the less you have to edit each generation afterward, but the system is designed so you can start producing letters as soon as the basics are in.

Two ways. First, your brand kit's voice profile (Step 6 of the wizard) lets you describe in plain language how you want your letters to sound — warm and personal, urgent and direct, narrative-driven, formal and board-appropriate, faith-based — and that description gets attached to every generation. On Essentials and Growth plans, you can also pick from preset letter styles per generation that layer on top of the voice profile.

Second, your mission statement, tagline, and any voice notes you add work as anchors so the AI doesn't default to generic nonprofit language. The output is stronger when those fields are specific and written the way you actually speak.

The AI sees your brand kit (organization name, mission, voice notes, EIN, signatory, etc.) and the prompt you write for each generation (the occasion, the audience, anything specific you want to say). That's it.

The AI never sees your donor list. Donor names, email addresses, mailing addresses, giving history — none of that is part of any generation request, because none of it is stored on our servers in the first place. Personalization happens via mail merge inside the platform you already use (Mailchimp, Constant Contact, your CRM, etc.). See the security page for the architecture details.

When you finish a letter, GiveTone produces two things: a template with placeholder tokens (like {{first_name}}) and a CSV header that matches the merge-tag conventions of whichever platform you're using — Mailchimp, Constant Contact, Brevo, MailerLite, ActiveCampaign, Campaign Monitor, or generic CSV. We also generate a one-pager that walks you through the platform's import flow.

You upload your donor list to your platform (or use the audience you already have there), paste in the template, and your platform handles the personalization. We never see the list — it lives where it always has.

One generation = one click of "Generate" that returns a finished letter. Re-generating from a different prompt counts as a new generation. Editing the output by hand or re-rendering the PDF/print preview does not count.

The Free plan includes 3 generations per calendar month (UTC). Essentials and Growth plans include unlimited generations subject to fair-use cost limits — you'll get a heads-up well before you hit any ceiling.

Yes — Essentials and Growth plans include Spanish output. Pick Spanish on the generation form and the AI produces the entire letter in Spanish, structured the same way as the English version. The Free plan is English-only.

You can ship without any of them. Letters generate fine with just your organization name and a couple of sentences about what you do. The brand kit is designed to grow with you — add the logo when you have one, upload photos when a board meeting yields a few good shots, and refine your mission statement as you keep using the tool.

The wizard scores your brand kit's completeness so you can see at a glance where adding a few details will most improve your output, but every step is optional after the first.

Team invites are a Growth-plan feature. Once you're on Growth, head to Team in the dashboard, enter your teammate's email, and they'll get an invite link. Roles are owner, admin, and member. The org has one owner, and ownership can be transferred. Free and Essentials plans are single-user.

If your billing address is in a state where nonprofit subscriptions are sales-tax-exempt and you've uploaded a state-specific exemption certificate, no — we mark your Stripe customer as tax-exempt and the next invoice goes out without sales tax. Federal verification (the IRS BMF lookup) plus, where required, your state-specific cert are the two pieces.

Visit Billing → Tax exemption to start the process. Manual review takes about a week. Note: tax is removed on the next invoice after verification — we don't retroactively refund prior charges.

Open Billing in the dashboard and click Manage subscription. That opens Stripe's self-serve portal where you can change plans, update payment method, or cancel. Cancelling stops the next renewal — your access continues through the end of the period you've already paid for.

If you want to delete your organization and all its data, the danger-zone controls at the bottom of Billing handle that. The deletion is queued and reversible for a short window before it becomes permanent.