Complete Guide to Creating Giving Statements

Internal Note: This is a reminder that when you are working through statements with someone, if you make changes to the statement template and hit save, the customer will see those changes. Have them walk through the changes on their end, and then simply refresh your page to see them. You've got this, you are fully equipped to knock this call / ticket out out the park and serve the customer well! 

Breeze makes the task of generating your organizations giving statements so easy. In this article we have put together some common scenarios you might encounter. While we mostly talk about end of year statements, know that these steps can be followed at any time to generate statements for your donors. 

Breeze does not require "closing a year" as some accounting systems do--Breeze seamlessly continues into the next year and continues to provide yearly reports. 

Role Permissions needed for Creating Giving Statements (Contributions > Reports > View Reports and Names on Reports) and (Contributions > Add Contributions)


Ensuring data is ready for statements

Before you generate statements there are a few things you might want to consider before moving through the next steps, to Ensure Data is Ready for Statements.

  1. Confirm all contributions are in Breeze. Before you generate statements consider if you have added all of the previous years contributions into Breeze. If you manually import giving, you will want to make sure you have imported all of your giving into Breeze.
  2. Associate Contributions. If you are using Breeze for online giving, you will want to ensure that you have associated contributions with profiles.  If you fail to associate contributions with profiles, some giving may not be included on statements.
  3. Archive Deceased. You may want to make sure that you remove the name of deceased individuals from your statements. If you'd like to learn more, check out our documentation on best practice for handling deceased people and moving contributions from one person to another. Below is an example video showing you how to remove a deceased individuals name from a statement:


Determine who are you wanting to generate statements for

Once we know the integrity of the contribution data is correct, the very first step when sending out statements is to determine who you are wanting to generate a statement for. This helps us determine where exactly we need to be generating statements from; a profile, a filtered contribution report, or from "statements" within Breeze.

Click on the options below to reveal instructions on how generate statements for each specific scenario. 

Generate a Statement for all Givers Generate a Statement for an Individual Generate Statements for those who have given over a certain amount Generate Statements for those who have pledged Generate Statements for a specific group of people Generate a Statement for people who did not give
If you want to print statements for all givers at one time (which we would recommend). All you need to do is,
  1. Navigate to More > Contributions > Statements.
  2. Select Print or Email and then walk through the steps to customize your statements. 

Here's a quick example showing how to create statements for all donors:

 

For more information take a look at our documentation on Creating Contribution Statements.


 


Customizing your statements

Once you have decided who you are sending your statements to, the next step is to customize your statement! Because Breeze allows for so many different options to customize statements you can easily use a Breeze Template or create your own template.

To customize the statement we recommend you do this through the Email option, as this allows for a great, quick, preview of changes that you make.  

  1. Select "Email Statement" > Click the Blue "Continue to Compose Message" button
  2. At the bottom of the Compose Message Window there should be a "Giving Statement Preview" link, click on this
  3. This will open a new "Preview Statement Window" where you can hit the blue "Customize Statement" button to make changes and then immediately preview the changes you are making to the statement in live time, by clicking "save"
  • Then Let's Start With a Template

Here's a video showing how to use a pre-existing template, that we've already built in Breeze:

You can use one of our templates by navigating to the statements editor and clicking "Templates" in the toolbar.  Click on the options below to view different templates breeze provides: 

Minimalist Standard Kitchen Sink Window Envelope Double Window Envelope With Cover Letter Canadian Donor Receipts
This is a very basic statement that looks like the image below, it provides the donor with the total amount of their giving to your organization, and the start and end dates of the giving:

mceclip0.png

  • Then Let's Customize the Statement Layout

Breeze allows you to customize statements so that they appear just how you want them to look when a donor receives them.

Customizing your statement allows for you to spruce up the design and layout, making the statements unique to your church! Click on the options below to see how to accomplish the different tasks

Customize the Columns of Itemized and Pledge Summary Mail Merge Options Include Non Tax Deductible Payments on Statements Add a logo or signature to the statement Mail-Merge and Formatting Options

Let's say you want an itemized list of contributions but you only want the date, method, fund and amount appearing for each gift without any other columns (such as name, batch etc).  You can customize the mail merge options to include exactly the specific columns you would like to display by adding to the the itemized mail merge option. See the available options below: 

Itemized List Options
The Itemized List Options (Itemized and Itemized Non Tax Deductible) that can be included in the mail merge are below. 

The standard mail merge option of [itemized] list each tax-deductible contribution given with the columns of Date, Name, Method, Fund and Amount. You can specify which columns show up on the itemized list by adding specific text after the word itemized in the mail merge option. You will want to make sure to not include any spaces, to not capitalize, and to keep amount as the last word

While the margins cannot be adjusted, be sure to keep date as the first option and amount as the last for proper spacing of the margins. 

Example of Customized Mail Merge Options:
[itemized:date:name:method:amount]
[itemized:date:envelope:amount]
[itemized:date:fund:method:amount]

Text

Description

date

Date of the contribution

name

Name of the contributor

method

Method of payment

fund

Fund payment was given to (if listed as first column, entries will be sorted by fund; otherwise entries will be sorted by date)

amount

Amount of contribution

batch

Contribution's batch number

batch_name

Contribution's batch name

envelope

Donor's envelope number

note

Note on contribution

check

Check Number

account

Checking Account Number

 

Pledge Summary Options

The Pledge Summary Mail Merge Option brings in information for pledges that were active during any part of the selected date range.

The amount given to the pledge in this mail merge will include all previous contributions matching that pledge, even if they extend before the start date of your statements, so that the amount given to the pledge will be accurate regardless of your starting date range for statements. This ensures prepaid pledges receive accurate pledge summaries for the current year. 

You can also specify what pledge information is displayed and which pledges will show up by adding specific text to the mail merge option. You will want to make sure to not include any spaces, and to not capitalize any letters. 

Examples of Pledge Summary Customized Mail Merge Option:
[pledges_summary:campaign_name:date_range:amount:remaining:percent]
[pledges_summary:campaign_name:amount:remaining:percent]
[pledges_summary:campaign_name:amount:remaining:percent:campaign-5823]
The Pledge Summary Options that can be included in the mail merge are:

Text

Description

campaign_name

The name of the campaign

date_range

The start and end date of the donor's pledge (e.g. 1/1/2017 - 12/31/2017)

frequency

How often and how much the donor planned to give (e.g. $50 weekly)

amount

The amount given and total amount pledged (e.g. $200 of $500)

remaining

The amount that still needs to be paid (e.g. $300 Remaining)

note

The note associated with the pledge

percent

The percentage paid (e.g. 40%)

campaign-nnnn

The ability to specify a specific campaign to include, excluding the rest. Replace nnnn with the campaign ID. The campaign ID can be obtained by navigating to the campaign in your Breeze account and looking at the number on the end of the URL. You may include multiple campaign IDs if desired (e.g. :campaign-1000:campaign-1001:campaign-1002). An example using this option might look like:

[pledges_summary:campaign_name:amount:remaining:percent:campaign-5823]

Sending your Statements

Now it is time to send your statements out to your donors. You have the option of emailing statements, printing statements, or printing statements for those without email address.   Before sending the statements you must decide if you want to Group by Family and how you would like to include children. To learn more about these options, Simply click the options below.

"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.

Here's the setting showing how you can control this:

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 Printing Statements Based on a Report Printing All Donors' Giving Statements Printing Statements for all donors without email addresses
  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.

 

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 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 Emailing Statements Based on a Report Emailing All Donors' Giving Statements
  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."

 


Additional Options when Printing Statements

Click on an option below to see more information about the options available when printing.

Removing Headers and Footers from Printed Statements Print Statements for those without emails from "Statements" Change the Margins of Printed Statements Generating Mailing Labels for Printed Statements
When printing from a browser, often times you'll encounter text on the very top and bottom of the page that the browser puts there - usually a web address and sometimes a date or a page number. 
  • This is a browser setting so you'll need to uncheck this setting in your browser before printing.
  • We recommend using Chrome and the video above shows how to quickly remove the header and footer content when printing in Chrome.
Was this article helpful?
327 out of 352 found this helpful