Sending Statements

Once you have Customized your Statements it is time to send your statements to your donors. When Sending Statements, depending on who you decided you wanted to generate your statements for, you will want to follow the corresponding instructions below to print, email or save the statements as digital copy

Understanding Group By Family Options

As you select the option you are going to be sending statements by, you will want to consider if you would like to group statements by family and if you would like to include children's giving on the statement.

"Group by Family" Options Include or Exclude Children
When sending statements, it's easy to specify if you want the statements to generate by family or by individual. Let's look at some scenarios:  
  1. "Group by Family" Scenarios:
    • If all the contributions have been credited to Fred Flintstone throughout the year, and you select to “group by family”, the statement will be addressed to both Fred and Wilma (the spouse). 
    • If some donations are credited to Fred and other contributions are credited to Wilma, and you select to “group by family”, both of their names, and giving will be included on one statement together.
  2. Deselecting "Group by Family" Scenarios:
    • If some contributions are credited to Fred and other contributions are credited to Wilma, and you deselect "group by family", a separate statement will generate for each person.
    • If all the contributions have been credited to Fred Flintstone throughout the year, and you deselect "group by family", Wilma’s name (the spouse) will not be included on the statement.

 

Printing Statement Options

Statements can be printed for a specific person, a group of people based on a filter, or for everyone in the church.

Printing a Specific Person's Statement:

  1. Navigate to the person's profile you'd like the statement for.
  2. Click "Giving" on the left navigation bar.
  3. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it.
  4. Select "Print Statement" from the dropdown list, and then click the "Print Statement" button.

Printing Statements Based on a Report:

Printing a giving statement based on a report filter allows more control over what appears on the giving statement. You can filter by fund, amount, or any other criteria, and only contributions that match the filter will be used when creating the statement.

  1. Get contribution reports for the contributions you'd like to include in the giving statement.
  2. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it.
  3. Select "Print Statement" from the dropdown list and then click the "Print Statement" button.

Printing All Donors' Giving Statements:

To print a statement for all donors1:

  1. Navigate to "More > Contributions > Statements."
  2. Click "Print."
  3. Select the desired date range, if you are grouping by family, or including children and click "Print Statements."

1Printing statements for all donors will print statements for people who have given in the specified date range (including archived people, even if the person running the statements does not have access to view archived people). People who have not given in that date range will not receive a statement.


Printing Statements for all donors without email addresses:

To print a statement for all donors without email addresses1:

  1. Navigate to "More > Contributions > Statements."
  2. Click "Print."
  3. Change "Print For" to "Donors without Email Addresses"
  4. Select the desired date range and click "Print Statements."

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1To further understand the logic of who gets an emailed statement, and why some families will generate both an emailed statement and printed for those without email addresses view this article Which family member gets an emailed statement?

Emailing Statement Options

Emailing statements allows users to send statements to an individual via email. Statements are sent as attached PDF files. If sending to multiple people, each recipient will receive only their giving statement as the attachment.

Emailing a Specific Person's Statement

  1. Navigate to the person's profile you'd like to email the statement for.
  2. Click "Giving" on the left navigation bar.
  3. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it.
  4. Select "Email Statement" from the drop-down list.
  5. Compose your email and click "Send."

Emailing Statements Based on a Report

Emailing a giving statement based on a filter allows more control over what appears on the giving statement. Users can filter by fund, amount, or any other criteria, and only contributions that match the filter will be used when creating the statement.

  1. Find contribution reports for the contributions you'd like to include in the giving statement.
  2. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it.
  3. Select "Email Statement" from the drop-down list.
  4. Compose your email and click "Send."

Emailing All Donors' Giving Statements

Emailing statements to all donors will email statements to people who have given in the specified date range (including archived people). People who have not given in that date range will not receive a statement.
  1. Navigate to "More > Contributions > Statements."
  2. Click "Email."
  3. Select the desired date range and click "Continue to Compose Message."
  4. Compose your email and click "Send."
  • If a person is on the "do not email" list, statement emails will still go through If you'd like to print a group of statements for everyone, yet keep some as individuals, and others grouped as families, you can group by tags, and then filter by tags in the reports.

Saving statements as a digital file

Sometimes, you'd like to save your statements digitally instead of printing or emailing them.  If that's the case, here are the step by step instructions.  We prefer that you use Google Chrome for this:

  1. From the Dashboard, go to More > Contributions > Statements
  2. Click on Print > Select Your Date Range and Click "Print Statements"
  3. Choose "Save as PDF" as your Print Destination (Google Chrome)
  4. Then click" Save" to save it onto your computer.

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Comments

12 comments
  • Whose email address is the "sender" of emailed giving statements? Does it indicate that our church is sending it or is it the person logged in on Breeze?

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  • Hey @millerb59,

    Great question! The email that will be reflected will be of the person who is logged into breeze and is sending out the email to everyone. I hope that helps!

    Blessings!

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  • My pastor would like a report that shows what each person has given for the year.  Is there a report that would just list each person with their total for the year?  I don't need each fund for the person, just a total amount for the year 2019.

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  • @aholcombe1202

    Yes! You create this Report within the contributions area. More > Contributions > Reports 

    Just make sure that you choose the date range for 2019 as well as the amount column to "Search by Sum" and VOILA!

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  • Is there any way to print a giving statement with a $0 total?   We are sending a letter saying the person's giving statement is attached and we want to include "blank" ones for those who did not give anything.

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  • @cindysteward

    You could do this manually, but you would be able to do it using any Contributions Mail Merges. Just simply create verbiage stating the 0.00 amounts and make sure it's going to the right group of NonGivers. Here's how you find that list: https://a.cl.ly/4guxLQwE 

    Let us know if there's anything else that we can do for you! 

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  • @JoshR or anyone-Is there a way to change who the statement comes from even if I am logged in? For instance, I want the recipient to see that the statement is from “The Finance Team” instead of me. Please help!

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  • Hi @lminor! We're here to help!

    Try adjusting your statement to say " -The Finance Team." Breeze doesn't automatically mail merge the name of the sender so you can technically put whoever you'd like as the sender of the letter. 

    Now for the email the statement is being sent from... I would actually change your email in the User Settings to be your finance team's email at the moment that you're sending these statements. That way Breeze will recognize the email in your user settings and will send it from that address. 

    Here's our article on changing the send-from address: https://support.breezechms.com/hc/en-us/articles/360041458013 

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  • Printing Statements Based on a Report. In the process of trying to generate statements using the instructions for the above-mentioned option, I realized something important is missing. You have to click the hamburger menu to see the option "download to excel". The only reason I wasn't on this tab, and instead using the people tab, is because I couldn't change the end date to the prior year on the hamburger menu tab. (This may be clear as mud, but I would be happy to clarify further if necessary.) I presume this is some sort of glitch, but just wanted to let you know.

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  • @cnicoles05

    Thank you so much for reaching out to us.  Yes, before you will see the "download to excel" button, you have to start the report by making a choice from the dropdown menus (i.e. date, fund, etc.).  The hyperlink in step one under Printing Statements Based on a Report takes you to the page that explains how to run a report.

    Hope this helps!

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  • Hello. I would like to send 1st quarter statements to church members who have not contributed to the church at all this year. I cannot filter by campaign, as I want to include both 2021 Pledges, Capital Campaign Pledges as well as church members who did not pledge to either of those campaigns. I created a tag of members who have not contributed this year, but when I go to contribution reports and enter the parameters (1/1-3/31/21, 2021 Pledges and Capital Campaign campaigns, and People Filter using the No Contributions for 1st Quarter tag), it shows no Contributions matching criteria, so there is no option to email statements. Thanks for any help with this matter.

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  • @info

    I'm going to send you an email so that we can walk through this.  It's going to be a little more involved than we can do here.  Keep an eye out for that email!

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