Treasurer brief · Skip the Fundraiser

How the quarterly donation works

For the treasurer and the bookkeeper. This is a plain-language aid. The written agreement controls.

OrganizationReviewed by, and date

What it is, and what it is not

It is

A donation from Kithix LLC to the organization, made under a written agreement.
Worked out each quarter from what a referred company has paid its supplier.

It is not

A gift from the company. The company is paying its supplier for a service; it is not donating to the organization.
A guarantee. If no referred company buys, nothing arrives and the organization owes nothing.
A cost. There is no fee to apply or to take part.

One referral, worked through

A company spending $10,000 a month on a phone and video conferencing system

Example

Qualifying spend, each month: $10,000
The organization’s share: 5%
Donation for each month: $500
Donation sent each quarter: $1,500
Over a year: $6,000

Sent after invoices are paid, while the referral stays active. The same arithmetic at other sizes: internet access for one office at $1,500 a month gives $225 a quarter, $900 a year; a move to the cloud at $50,000 a month gives $7,500 a quarter, $30,000 a year.

The share and the payout cap

5% of qualifying monthly spend. When a referred company spends more than $250,000 a month, 7% on the portion above $250,000.

The payout cap

Kithix never sends more for a referral than it received for that referral, so on some services the donation can be less than the published share.

The share is counted for each referral on its own. Qualifying spend is recurring services; one-time hardware and fees do not count.

The path of the money

1Purchase
A referred company buys direct from a supplier Kithix introduced.
2Paid invoice
The company pays its supplier. Only paid invoices count.
3Quarter close
Kithix totals the qualifying spend for each referral.
4Donation sent
Kithix sends the organization its share, with a statement.

The first donation arrives only after a company buys, is invoiced, and pays. Plan on months, not weeks.

When a referred company cancels

A donation follows a referral only while it stays active and its invoices are paid. If the company cancels, donations from that referral stop. Other referrals are not affected.

What the organization can see

The organization sees the donation amount and which referral it came from. It never sees the contract, the pricing, or the invoices.

What arrives: a quarterly donation statement

To the organization named in the agreement. Period: one quarter.

Sample

Referral	Status	Donation this quarter
Referral A	Active, invoices paid	$1,500
Referral B	Active, invoices paid	$2,250
Sent to the organization		$3,750

Illustrative figures at the 5% share: Referral A spends $10,000 a month on a phone and video conferencing system, Referral B $15,000 a month on an AI rollout. A real statement names each referral. Not a promise of funding.

What the treasurer does

To apply: nothing. The application asks for no tax or bank details.
After acceptance, in private: an officer signs the agreement and gives the W‑9 and where to send the donation.
Each quarter: match the statement to the donation.
Once: ask your accountant how to record it.

Not the treasurer’s job

Paying anything. Schools pay nothing.
Collecting money, tracking orders, or holding inventory.
Reading or keeping a company’s contract, pricing, or invoices.
Counting on a donation before it arrives. Budget one only after a referred company has bought.

Questions a treasurer should ask

Of your own board

Which officer signs the written agreement, and who is named as payee?
Does accepting the donation need a board vote or a restricted-use designation?
Who receives the quarterly statement and reconciles it?

Of Kithix, before anyone signs

Which recurring services does the agreement count as qualifying?
On which services can the payout cap bring the donation below the published share?
If a supplier later credits an invoice, is a donation already sent adjusted?

Contact: hello@kithix.comThis brief is not tax or legal advice.