Once you’ve finished customizing your Contribution Statement, you’re ready to generate and distribute statements to your Supporters.

REACH provides several ways to send or download Contribution Statements:

• Email statements in bulk to Supporters with an email address on file.
• Download statements and mailing labels for Supporters who need to receive their statements by mail.
• Generate and download an individual statement directly from a Supporter’s record.

Supporters do not need an email address on file to receive a Contribution Statement.

When generating your statements, REACH can provide a PDF containing the Contribution Statements for Supporters without an email address, along with mailing labels if you selected a Mailing Label Template. You can download, print and mail these statements directly to your Supporters.

Contribution Statements Overview Video#

Watch our Contribution Statements Overview Video for a complete walkthrough of customizing your Contribution Statement Template, generating statements, reviewing them, and sending or downloading statements for your Supporters.

REACH Contribution Statements

Prefer step-by-step instructions? Continue below for detailed instructions on generating and sending Contribution Statements.

Review Duplicate Supporters and Blocked Emails#

Before generating your Contribution Statements, we recommend reviewing the following:

Resolve Duplicate Supporter Records#

Before generating statements, review and resolve any duplicate Supporter records. 

This helps ensure contributions are associated with the correct Supporter and that you don’t generate multiple statements for the same person.

Check for Blocked Emails#

If you plan to email Contribution Statements, run a Blocked Emails Report before creating your export. 

This report identifies Supporters whose email addresses REACH has blocked due to repeated bounced emails.

Important: A Supporter with a blocked email address

• Will not receive an emailed Contribution Statement from REACH.
• Will not be included in the PDF generated for Supporters who do not have an email address on file.

To check for blocked emails:

1. Go to Reports > Blocked Emails.
2. For Group, select Search All.
3. Review the list and correct any inaccurate email addresses.

If a Supporter appears on the Blocked Emails Report, you have two options:

• Contact REACH Support with a list of the Supporters whose email addresses are valid and need to be unblocked
• Generate an individual Contribution Statement from the Supporter Record, then download, print and mail the statement.

Prepare Your Contribution Statement Email (Optional)#

By default, emailed Contribution Statements use REACH’s standard email subject and message.

If you’d like to personalize the email your Supporters receive, you can write your own message in the box provided, or use a Custom Email Template.

With a Custom Email Template, you can: 

• Add your organization’s logo.
• Include a personalized message or additional information.
• Use field tags to automatically insert the Supporter’s name and other Supporter information.

For more information, see Creating Custom Email Templates.

Note: Custom Email Templates are available on the Essentials, Pro and Pro Plus plans.

Test Your Contribution Statements and Email#

Before sending Contribution Statements to your full Supporter list, we recommend creating a Test Group if you have not already created one. 

This allows you to generate a test statement and review the email your Supporters will receive before completing your full export.

Note: Supporter Groups are available on the Essentials, Pro and Pro Plus plans.

Create a Test Group#

1. Go to Supporters > Groups.
2. Click Create to create a new Group.
3. Add the Supporter(s) you want to include in your test.
4. If you have your own Supporter record with a donation history, consider adding yourself to the Test Group. This allows you to see the email and Contribution Statement from a Supporter’s perspective.

To review the email and statements, generate your Contribution Statements and select your Test Group using the Groups filter.

Once you’re satisfied with the results, you can generate your full Contribution Statement export.

Generate Your Contribution Statements#

To generate Contribution Statements:

Go to Communication > Contribution Statements > + New Export

• You will see a list of any previously generated Contribution Statement exports on this page. 

REACH Tip: If you want to duplicate the settings of a previous Contribution Statement export, click on the date range to open it, then click on + New export with these settings. 

Select the Donation Date Range you want to include, either a Quick date range such as Last Year or custom Date range.

Select your Contribution Statement Template.

• Contribution Statement Templates are managed under Settings > Mail Merge Templates.

Select a Mailing Label Template, if desired.

• Mailing labels can be used when mailing statements to Supporters who do not have an email address on file.
• A mailing label template is available in Settings > Mail Merge Templates.

Choose whether to Include all supporters in household?

• When selected, household members with a designated Head of Household will be combined into a single statement.
• You can review household members from the Details tab of the Supporter’s record.

Choose whether to Include supporters with only soft credits?

• When selected, Supporters who received soft credit recognition for donations can also receive a Contribution Statement.
• See below for required updates to your Contribution Statement template.

If you want to email your statements, check Send via e-mail to supporter?

• Each Supporter with a valid email address will receive an email with a PDF of their Contribution Statement attached.
• A Compose Email section will appear where you can write your message or select a Custom Email Template. Note: Custom Email Templates are available on the Essentials, Pro and Pro Plus plans.

Including Soft Credits

If you choose to include Supporters with only soft credits, add the following soft credit code to your Contribution Statement Mail Merge Template so the soft credit details are displayed on the statement.

{% for donation in donations %} {% endfor %}

{% if soft_credits.size > 0 %}

Below is a list of soft credits for donations on record during this time period.

Date

Purpose

Amount

{% for soft_credit in soft_credits %}

{{ soft_credit.donation.date

date: “%m/%d/%Y” }}

{{ soft_credit.donation.purpose }}

{{ account.currency_symbol }}{{ soft_credit.amount

money_without_currency }}

{% endfor %}

{% endif %}

Donation Filters (optional)

• Donation Payment Types
  • Select one or more payment types to include donations made using specific payment methods.
• Total Donated Amount
  • Enter a minimum and/or maximum amount to limit statements based on the Supporter’s total donated amount during the selected date range.

Supporter Filters (optional)

Countries

Choose to:

• Include Only Specific Countries, or
• Exclude Specific Countries

This can be helpful for organizations with Supporters in multiple countries that need to generate statements separately by country.

Groups

Choose to:

• Include Only Specific Groups, or
• Exclude Specific Groups

This allows you to generate Contribution Statements for selected Supporter Groups and is also useful when testing your Contribution Statements before a full send.

Review and Send Your Contribution Statements#

Once you’ve selected your settings and filters, click Submit to generate your Contribution Statements.

If you’re emailing statements, they will not be sent immediately. You’ll have an opportunity to review your generated statements and confirm everything before the emails are sent.

Once processing is complete, you’ll see a summary of your Export Settings:

REACH Tip: To create another Contribution Statement export using the same settings, click + New export with these settings.

Review Your Contribution Statements#

Below the Export Settings, you’ll see:

• Statements to be emailed, if you selected to email statements
• Statements for Supporters without a valid email address, if applicable

Each list includes the Supporter’s name with a link to their Supporter record, Statement ID, # of Donations, Total Donated, Email Status, and a View button.

Before sending, click View to review or download any individual Contribution Statement.

Once you’ve reviewed your statements and are ready to continue, click Confirm & Send. A confirmation pop-up will appear before the statements are sent.

Sending Your Contribution Statements#

If Send via Email was selected in your settings:

• Contribution Statements will be emailed to Supporters with a valid email address. Their Email Status will display as Email Sent.
• Click View to view or download an individual statement, or Resend to email the statement again.
• Supporters without a valid email address will have an Email Status of No Email Communication. Click View to view or download an individual statement.
• Click Download All Statements to generate and download statements for Supporters without a valid email address. If applicable, you can also click Download Mailing Labels to prepare them for mailing.

If Send via Email was not selected in your settings:

• All Supporters and their generated statements will be listed.
• Click View to view or download an individual statement.
• Click Download All Statements to download all generated Contribution Statements.
• If applicable, click Download Mailing Labels to download mailing labels.

Note: Individual Contribution Statements can also be generated from a Supporter’s record or accessed by the Supporter through the Donor Portal (depending on your settings).

View Previously Generated Contribution Statements#

REACH keeps a record of generated Contribution Statements so you can reference them later.

From a Supporter Record

Whenever a Contribution Statement is generated, REACH adds an entry to the Activity section of the Supporter’s record.

The activity entry includes the Statement ID, start and end dates, and access to the generated statement.

From Contribution Statement History

Go to Communication > Contribution Statements to view your previous Contribution Statement exports.

From here, you can review previous exports and quickly create a new export using the same settings.

To reuse the settings from a previous export:

• Go to Communication > Contribution Statements.
• Click the date of the previous export you want to use.
• Click + New export with these settings.

You’ll be taken to a new Contribution Statement export with the settings from the selected export already applied.