Printed statements are useful for donors without an email address or those who prefer a physical copy. This guide shows you how to generate, download, and print statements, step by step, for easy mailing.
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🗂️ Generating Statement Batches | 💌 Customizing Cover Letters | 🔍 Finding Donors Without Emails
📥 Exporting Statements for No-Email Donors | 📫 Preparing Mailed Statements | 🖨️ Printing Statements
🗂️ Generating Statement Batches
Learn how to access the Statements module and generate a statement batch here!
Can I Generate a Single Statement for a Donor?
❌ Not currently. Statements are generated in batches, so you’ll need to create a full batch first. Once the batch is ready, you can send/download the individual statement for the donor you need.
💌 Customizing Cover Letters
Statements can include a personal message, like a thank-you note, an update from your ministry or organization, or other important information.
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Cover letters are optional. If you choose to include one, please upload it as a PDF, up to 2 MB.
- 👉🏽 Merge fields like donor names aren’t supported, so the note will be the same for all donors. (Consider including a general greeting like “Hello" or "To Our Church Family.")
🔍 Finding Donors Without Emails
To identify donors who need mailed statements:
- Contributions Table: Sort the Email column in ascending order to see which Donor Profiles are missing an email address.
- Statements Module: After generating a batch, sort the Email column in ascending order. (Donors without emails will appear blank in that column.)
Quick Tips
- Click the ellipsis (⋯) next to a donor without an email to see "Send (Requires Donor Email)." If selected, the status remains "Ready to Send" until the statement is downloaded.
- Using "Send All" will email statements only to donors with emails. You can then sort the Status column to quickly see who still needs a mailed statement.
📥 Exporting Statements for No-Email Donors
- Check the box next to each donor missing an email address.
- From the Actions dropdown, select "Download Selected."
- The statements will download as a ZIP folder, with one PDF per donor.
📫 Preparing Mailed Statements
Giving statements include donors’ mailing addresses, so you can fold the document to display the address in an envelope window. ✉️
- Alternatively, you can use Microsoft Word’s mail merge to print address labels or print directly on envelopes. (You can export donors' mailing addresses from the People module.)
- Make sure to include a return address, so any undeliverable statements are returned to your organization.
🖨️ Printing Statements
After exporting, statements appear as individual PDFs.
- ✅ For the most efficient printing, combine them into a single PDF first. This keeps the pages in order and ensures consistent printer settings.
- ⚠️ Printing individual PDFs is slower and less reliable for large batches, since each file prints separately.
🖥️ Mac (macOS)
- Select all PDFs in Finder.
- Right-click, then choose Quick Actions → Create PDF.
- Open the combined file in Preview.
- You can also drag pages in Preview’s sidebar to reorder before printing.
- Go to File → Print and adjust settings as needed.
🖥️ Windows (PC)
- Select all PDFs in File Explorer.
- Right-click and choose Print.
- Choose Microsoft Print to PDF as your printer.
- Save the merged file.
- Open that file and print once.
💡 Best Practices
- Print a small batch first to check formatting, spacing, and envelope fit before mailing the full batch.
- Double-check that multi-page statements are complete and in order before printing or mailing. (For the best results, print single-sided.)
- Keep electronic copies of statements in a secure location for record-keeping and future reference. You can also download batches anytime through your Dashboard.