When a donor gives, they immediately receive a donation receipt. Donor statements, then, provide donors with a list of all their successful donations over a given time period. An organization can provide annual donor statements to assist their donors with filing their taxes and report their deductible donations, or they can send them out at any time via email or hand delivery.
Check out this video for more information on sending donor statements and see the instructions article below for for step-by-step instructions.
Administrators can generate donor statements for a group of people or for an individual. If any of your donors prefer to receive a single, combined statement with another donor in their household, you can choose to issue Joint Statements.
Generate Donor Statements in Bulk
On the Manage page, go to the Statements tab to start generating donor statements.
If you want to create joint statements that combine the donation history of two donors, set up joint statements before starting to generate them.
- The deliverability report shows where potential problems are and gives a direct way of fixing them. If someone is missing an email address, mailing address, or both, select the tab then choose the name to add the missing information before generating statements. Keep records clean by encouraging people to give online, where you'll get their email address, or by adding an address and email address field on the donation envelope.
- Select Create a new statement and follow the prompts on the screen to send your donors a statement.
- Name your statement in a way that communicates the date range which it reports, as it is visible to both you and your donors.
- The date range you select will include all donors who have successful donations received in the statement's date range. Although all donations are visible in a donor's history, failed, refunded, and ones that are in progress aren't included in the statement.
Select Save to preview your statement.
If you find a donation is missing from a statement, check the donation's received date against the date range you selected. The received date is not editable for any online giving, but it is dependent upon batches for cash and checks: donations entered into In Progress batches will not be listed on the statement; those batches must be committed.
1. Review Deliverability Status
Based on the missing information, decide whether you want to do email delivery, mail deliver, or a smart mix of both.
Giving will warn you if there are any donations excluded from the statement, such as donations that were refunded, failed, haven't been committed, or are in-transit.
When the warning is present, make sure your batches are committed or wait a few days for transactions to settle before sending donor statements.
You can still add donor information by selecting the donors name from the appropriate list.
2. Preview and Send Statements
Verify the information is correct then choose to email or print the statement.
- If this address is incorrect, you can change it for this group of statements. To change it permanently, the Organization Administrator can change it on the Accounts page.
- Choose to use the default donor information shown here, or add other information in the address section of the statement.
- Decide what the table of donations should show. You can include all individual donations, an optional additional section for fund subtotals, or forgo the individual donation listings and only list fund subtotals.
- To change the name or date range of the statement, select edit statement at the top of this page.
- Change the tax disclaimer in the Settings, if needed.
If the church information below the disclaimer is incorrect, and Organization Administrator can change it from the Accounts page.
Choose to send email or printed statements to be taken to those details.
If you'd like to send both email and printed statements, start with email statements, which will prompt you to send printed statements at the end.
Tip: Be sure to download a test statement and see how they work with your #10 double windowed envelopes. Experiment with where you fold the statements, to ensure they dont slide around in the envelope (and make the addresses unreadable in the envelope window).
Customize the email to fit your church's culture and language.
- Select the i to drop down the different types of variables you can add to your statement Subject and Body.
- We use the statement label to form your Subject, but you can change it to something different.
- Enter any necessary information you'd like to communicate to each donor.
- View what the email will actually look like in someone's inbox.
- Send a test email to yourself to see if the email is formatted the way you want.
Once you've edited the statement message to your liking, select Send to x donors. You'll receive a message confirming you want to send the email.
The download link is a secure login link to online giving which takes them to their donor profile. If they've never actually logged in, they can make sure their information is current and learn what the donor interface is like.
The download link will no longer act as a login link after two weeks. The donor can use the link but only if they're logged in.
After you've sent the email, you'll be taken to the statement page where you can view how many people accessed their statement.
Once a statement has been emailed, the label, date range, and the statement itself cannot be edited or deleted.
You can also create physical statements by selecting Configure Print Statements.
To generate printed printed statements, click Print, then then configure the statements.
- If you've already sent email statements, you can choose to then send printed statements to people who already received an email.
- Check to enable double-sided statements.
- Choose where to put the address and logo on the statement.
- View what the email will actually look like when it prints.
- Select the i to drop down the different types of variables you can add to your statement.
- Enter any necessary information you'd like to communicate to each donor.
- Download a test statement to see if the email is formatted the way you want.
You can experiment with where you fold statements to ensure they don’t slide around within your envelopes and donor addresses are readable in envelope windows.
Once you've set the statement the way you want it, click Generate statements. You'll receive a message confirming you want to send the email.
The donor address and return address of your organization can be positioned to show in a standard #10 double-window envelope.
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PDF files take a little longer to generate than emails take to send, so you may have to wait a couple minutes for the file to reach your email or be able to download. The file has two folders: one with statements for donors who have mailing addresses and one with statements for donors who don't.
After printing statements, you can head over to People to create mailing labels for the donors that you plan to mail statements to.
Once a statement has been generated, the label, date range, and the statement itself cannot be edited, and the statement will be available to donors online.
As you generate statements, you'll see them and their statuses from the Statements tab.
Deleting statements: Statements can be deleted at any time until they’re sent out by email.
Although donor statements are available online, you may need to generate a correction or a re-delivery of a lost physical statement.
If you want to create joint statements that combine the donations of two donors, set up the joint statements before starting to generate them.
Go to the donor's profile and choose Statement PDF.
Select from formatting options then choose Download to directly download the statement.
If you haven't yet subscribed to Giving or just want to take a peek at what statements look like, choose your country and glance away.
US Donor Statements show the date and amount of the gift as well as the way it was given and to which fund. They also show the total, which you can break down into subtotals based on funds if you'd like.
Did you know that sending digital statements is acceptable to the IRS? Given that, here's what we suggest doing:
- Send email statements.
- See how many of them get downloaded from the Deliverability Status a week or two later.
- Print statements, excluding donors who have already downloaded their statements.
Canadian Donor Statements include all the mandatory fields and compulsory information required by the Canadian Revenue Agency, including the signature of your Treasurer, which can be edited in Settings. You can upload a new signature, at the appointment of a new Treasurer, without modifying historical statements previously issued.
Canadian statements forgo the individual listing of donations on donor statements and provide just the total tax deductible amount as reported by your church.
Admin notes recorded on a donation will not show up on the statements. Notes are only viewable to Giving Admins.