You will need the Limited Read Contributions permission to perform this action.
At the end of the year, you can generate giving statements for everyone in your church at once. You can print them, email them, or export the data to a CSV file.
Open the statement generator
Go to Contributions > Transactions in the left-hand navigation.
Click Generate Statements.
A pop-up opens with the settings described below.
General
Transaction Period
Choose the date range of transactions to include. The default is Current Year. If you are generating statements for the previous year, select Last Year from the dropdown.
If none of the built-in periods fit, select Custom or click the date fields to enter a specific date range.
Recipients
Choose who receives statements. You can generate all statements at once or select one of these groups:
People - Donors who have a person profile
Businesses - Donors who have a business profile
External - Donors who are not assigned to a profile
Formats
Choose how statements are delivered. You can select more than one format. [VERIFY]
Mail / PDF
Mail / PDF generates a PDF for each statement. You can customize printed statements with these settings:
Page Margins - The PDF is formatted to fit a #10 envelope.
Group By - Group statements by page count. A separate PDF is created for each page count, and all PDFs download together in a zip file. Statements are sorted alphabetically by the donor's last name or business name.
Exclude donors with an email address - Check this box to skip printing statements for donors who have a valid email address.
Select both Email and Mail / PDF, then check Exclude donors with an email address, to email statements where you can and print only the ones you need to mail.
Email sends each donor with a valid email address a link to download their giving statement.
Template - Choose the email template to send. You can create and save multiple templates for giving statements. Click ⋮ to the right of the dropdown to manage your templates.
Expires on - Sets how many days the download link stays active after the email is sent. After it expires, you will need to send the statement again.
Do not remove text inside curly braces { } in the email. These are variables that fill in each donor's information. Emails will not send without the {download_link} variable.
CSV
CSV exports a spreadsheet of all transactions and pledges in the selected period, sorted by contribution group number.
Deliverability
Click View Deliverability in the bottom-left corner of the statement generator to see how many recipients you can reach by mail or email.
The pop-up shows the percentage of recipients who have each type of contact information. Click any category to filter the recipient list.
Filter by Unreachable to see donors who have no mailing address or email address on file.
Content
Greeting - A message that appears at the top of each statement. Use it to add a personal note to your donors. Check the box under the field to save it as the default.
Footer - A message that appears at the bottom of each statement, such as a tax disclosure. Check the box under the field to save it as the default.
Options
These settings control which statements are generated and what each one includes.
Minimum Amount - Only donors whose total giving meets or exceeds this amount receive a statement.
Include individual line items - When checked, each transaction is listed. When unchecked, only the total amount given appears. Checked by default.
Include non-deductible transactions - When checked, gifts to non-deductible funds are included. When unchecked, only tax-deductible gifts appear. Unchecked by default.
Include totals for each designation - When checked, the statement shows a subtotal for each designation. When unchecked, only the overall total appears. Unchecked by default.
Include pledge progress - When checked, the statement shows the donor's progress toward any pledges. Checked by default.
Include statements without an address - When checked, donors with no address on file also receive a statement. When unchecked, only donors with an address are included. Unchecked by default.
Always use address on donor's profile (if any) - When checked, the address on the donor's profile is printed on the statement. [VERIFY: what address is used when unchecked] Unchecked by default.