Sending Contribution Statements

Once your organization is finished Customizing your Contribution Statement, you can create an export to send out your contribution statements as a batch action to your Supporters with an email address on file.

Note: For Supporters without an email address on file – REACH will automatically send an email to the admin, with those Supporter’s Contributions Statements attached as a PDF, as well as mailing labels for organization to distribution via mail.

Any time a Contribution Statement is generated, the REACH system will list it in the Activity field under each Supporter’s record. This will include the Statement ID, start and end date and a downloadable PDF for all statements also generated at the same time.

Prepare the Email for your Contribution Statements

By default, your Contribution Statements will be sent via email with a generic email Subject and a basic message that you create.

You have the option to create a Custom Email Template to use when sending out your Contribution Statements. This allows you to insert your logo, include additional information and add field tags to reference a Supporter’s name and other Supporter information. To learn more, read our Creating Custom Email Templates article.

To review the email before sending out all your Contribution Statements, we suggest first creating a Test Group. If you do not create a Test Group, a Contribution Statement will only be sent to the Admin preparing the statements for review.

To create a Test Group:

  • Go to Supporters > Group
  • Once the Group has been created, go into Supporter’s records to edit and add them to the Test Group
  • Note: If you have a Supporter record with a donation history, you can add yourself to the Test Group

Once your Test Group has been created and the Supporters added, you are ready to review your Contribution Statements.

Review your Contribution Statements

  • Go to Donations > Export Contribution Statements (you can also navigate here by going to Data Setup > Data Import/Export > Exports tab > Contribution Statements)
  • Select the Donation Date Range
  • Select the Donation Payment Types (optional). This allows you to download Contribution Statements for only one type of payment method.
  • Choose Specific Countries to Include or Exclude (optional). For organizations who have Supporters from several countries, this allows you to download Contribution Statements for specific countries at a time.
  • Choose Specific Groups to Include or Exclude (optional). This allows you to download Contribution Statements for only certain groups. As we detailed above, this is how you send your Contribution Statements to the Test Group you created for review.
  • IMPORTANT: Leave the ‘Send via email to supporter?’ checkbox unchecked
  • Select a Template, the Contribution Statement Template you created
  • Select a Mailing Label Template (optional). This is for organizations who have created various templates for mailing labels and will be used to send Contribution Statements to Supporters who do not have an email address on file
  • Click Submit

A PDF will be created and a link will be sent to your Test Group (if created) or to the Admin preparing the statements for review.

Download and Review the Contribution Statements

Send your Contribution Statements

After you have reviewed your Contribution Statements and the email included, you can send the Contribution Statements:

Note: Once you have submitted the export and the email is sent, you cannot stop it.

  • Go back to Donations > Export Contribution Statements
  • Select the Donation Date Range
  • Select the Donation Payment Types (optional). This allows you to download Contribution Statements for only one type of payment method.
  • Choose Specific Countries to Include or Exclude (optional). For organizations who have Supporters from several countries, this allows you to download Contribution Statements for specific countries at a time.
  • Choose Specific Groups to Include or Exclude (optional).
  • The Include all supporters in household checkbox will have each Supporter’s donations from the same household included in one contribution statement
  • This time, check the ‘Send via email to supporter?’ box
  • Note: With this option checked, a PDF of the Contribution Statement will be attached to the email sent to your Supporters
  • Select a Template, the Contribution Statement Template you created
  • Select a Mailing Label Template (optional). This is for organizations who have created various templates for mailing labels and will be used to send Contribution Statements to Supporters who do not have an email address on file
  • Click Submit
  • This time, Check the ‘Send via email to supporter’ box
  • A Compose Email will appear where you can add a Generic Email Subject and Message (if not using a custom email template). This is the email sent to your Supporters with their Contribution Statement attached.
  • Click Submit

Your Contribution Statement emails will go out in batches (approximately 500 at a time) and will be delivered in a timely manner. It is common to receive multiple emails as an Admin as you will be copied on each batch email that is delivered.

Tags: , ,

Was this article helpful?