⚠️ Using a Church Management System (ChMS) or ParishSOFT Family Suite (PFSF)? Start there! If your Giving platform is integrated with a ChMS database or CRM, please follow the steps in your People Database to generate year-end giving statements. That ensures everything stays synced and accurate.
👉 Go to ChMS Year-End Giving Guide.
👉 Go to ParishSoft Family Suite Giving Guide
Overview
This article provides step-by-step instructions on how to generate and email contribution statements using your Giving platform. By following these steps, you’ll be able to send accurate, tax-compliant statements and customized email messages to your donors.
Why Contribution Statements Matter
Sending accurate, timely statements helps donors claim tax deductions and deepens trust in your ministry. Year-end statements also give you a natural opportunity to thank supporters and reflect on the impact of their generosity.
Pro-Tip: Before you send your statements, see our Year-End Giving Statement Checklist to avoid mistakes and follow best practices.
Before You Begin
- Required Role/Permissions: Admin access to the Giving platform
- What You’ll Need:
- Email content (optional)
- A verified sending email address
Steps to Generate Giving Statements
- Access Contribution Statements
- Go to the Manager Dashboard
- Click Donors in the left-hand navigation pane
- Select Contribution Statements from the Donors page
- Set Statement Parameters
- In the Details section:
- Start Date / End Date: Set the giving period
- Transaction Source: Choose the contribution sources to include
- Payment Type: Filter by credit, ACH, etc.
- In the Details section:
- Select Donors
- In the Donors section:
- Select All Donors, or
- Use the search bar to choose specific individuals
- In the Donors section:
- Generate Statements
- Click Generate Statement
- A confirmation will appear: “Statements have been generated successfully”
- You will now have the option to email the statements or export them
- Click Generate Statement
✉️ Emailing Contribution Statements
- Prepare the Email
- Navigate to the Contribution Email tab to draft your message.
- From Email Address: Enter it exactly as shown in the help text (e.g., Jane Doe <admin@yourchurch.com>)
- BCC Email: Optional for internal tracking
- Subject Line + Message Body: Customize to reflect your church’s voice
⚠️ Note: The email body will be the same for all recipients - Click Save to store your draft
- Send the Statements
- Return to the Contribution Statements tab:
- Click Email Statements to send the emails
- If you prefer to send them manually, skip this step and export instead
📤 Exporting Contribution Information
- If you don’t want to email statements:
- Click Export (top-right corner)
- Download a CSV file
- Use the data in a mail merge tool for print or manual distribution
📨 Example: Customized Contribution Email
- Here’s how a typical contribution email will appear:
- Includes your customized subject line and body message
- Add a legal disclaimer at the bottom, such as:
“Please consult a tax professional for any questions.”
Important Notes
- All emailed statements will include the same email message
- If you need to include non-digital contributions (cash, goods, etc.), consider using a Church Management System (ChMS) for a more complete report
- Don’t forget the tax disclaimer! It’s NOT automatically added and it's important to communicate clearly!
FAQ
Q: Can I generate statements for just one donor?
A: Yes! Use the search bar under the Donors section to select specific individuals.
Q: Can I preview the email before sending?
A: You can customize the email body and subject line in the Contribution Email tab, but currently there’s no preview pane—so double-check your content before saving!
Q: Can I re-send a statement if needed?
A: Yes, just regenerate and select the donor again before choosing “Email Statement.”
