Once your organization is finished Customizing your Contribution Statement, you can create an export to email your contribution statements as a batch action to your Supporters with an email address on file, or download all contribution statements and labels to send by direct mail.

Important Notes:

We recommend you resolve any duplicate records prior to generating your contribution statements.

For Supporters without an email address on file – REACH can 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.

Run a Blocked Emails Report (Reports > Blocked Emails; Group: Search All) to determine if you have any supporters whose emails have been blocked by REACH due to too many bounces.

• Supporters who have their email blocked will not receive an emailed Contribution Statement from the REACH system nor be included in the PDF that includes contribution statements for supporters without an email address on file.
• If you do have supporters on the Blocked Emails list, you can email us with a list of your supporters and we can unblock them on your behalf or you can generate individual Contribution Statements from their Supporter Record to download, print and send to them.

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 (Optional) #

By default, your emailed Contribution Statements will be sent using a generic email Subject and message.

You also have the option to either write your own message or 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.
NOTE: Custom Email Templates are only available on the Essentials, Pro, and Pro Plus pans.

To review the email process before sending out all your Contribution Statements, we suggest first creating a Test Group.
NOTE: Supporter Groups are only available on the Essentials, Pro, and Pro Plus pans.

To create a Test Group:

• Go to Supporters > Group
• Create a new Group
• Add the supporter(s) you want included
• Tip: If you have your own 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 and Test Send #

• 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.
  • If testing the email process, Select your Test Group
• IMPORTANT: If you have selected a Test Group, check the box ‘Send via email to supporter?’
• Select a Statement Template
• Select a Mailing Label Template (optional). If selected, a download link will be sent to the admin for labels that can 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 an email will be sent to your Test Group (if created) and 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 completed the following process 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).
  • If you want to exclude certain supporters from receiving a Contribution Statement, we recommend you create a Group entitled ‘Do Not Send Contribution Statement’ or something similar and add in the supporters accordingly.
  • Note: Supporter Groups are only available on the Essentials, Pro, and Pro Plus plans.
• The Include all supporters in household checkbox will have each Supporter’s donations from the same household included in one contribution statement, if linked in the supporter record. (See Head of Household)
• If emailing your statements, check the‘Send via email to supporter?’ box
  • Note: With this option checked, each supporter with a valid email address will receive an email with an attached PDF of their Contribution Statement.
• A Compose Email will appear where you can add your email message, or select the Custom Template you have created. This is the email sent to your Supporters with their Contribution Statement attached.
  NOTE: Custom Email Templates are only available on the Essentials, Pro, and Pro Plus plans.
• Select the Statement Template you want to use.
• Select a Mailing Label Template (optional). If selected, you will receive a link to download a PDF of labels that match all the contribution statements that are to be printed. If you are emailing Supporters, this will include only the Supporters who do not have an email address on file.
• Click Submit

Your Contribution Statement emails will go out in batches (approximately 500 at a time) and will be delivered in a timely manner. If you are not emailing the contribution statements, you will receive an email with a link to download the PDF of all statements that can then be printed and mailed.

It is common to receive multiple emails as an Admin as you will receive a report of emails sent, as well as links to download any PDF statements and labels.

Note: Once generated, batch Contribution Statement(s) are available to download for 7 days. Individual statements can still be downloaded from the supporter’s record or donor portal.

Grant Supporter Access (Optional)#

Note: If you did not during the setup phase, remember to Grant Supporter Access.

Here’s a reminder as to how:

In your Mail Merge Templates, click on Edit next to Contribution Statement Template you decided to use.

• Select Grant Supporter Access
• Click Save Changes

If you would like to allow donors the option to download their own statements, you must check this box for your primary contribution statement in use. This will be the template available to supporters when logged in to the Donor Portal. Learn more in Printing Contribution Statements from Donor Portal.