On-Account Donations with ticket purchase

Hello there,

Does anyone have a recommendation for how they track, manage, and receive notifications for donations that are added to an online ticket purchase via TNEW. Currently this is our process.

1. we ask for a gift during the checkout process.
2. The gift denomination goes "on account"
3. The box office staff gets notification of online ticket transactions via email with a ticket confirmation email i.e. Thank you for your order...
4. We have internally set up a rule through Outlook that auto-forwards any of those email confirmations that have the keywork "contribution" in the email so that we are immediately notified of this gift waiting on account. 

In the past we have run into situations when updates or changes have been made to TNEW in which the above email rules have stopped or the contribution was not recognized in the confirmation email - but was still held on account and charged to the account. For 2 months this problem went unnoticed.

 Does anyone have any other way to make this process more efficient or streamlined? 

Thank you! 

Jami