Complete Guide to Creating Giving Statements

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. 


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 select "Email Statement" > Click the Blue "Continue to Compose Message" button > at the bottom of the Compose Message Window there should be a "Giving Statement Preview" link, click on this > 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. Here's a quick video showing how you can customize the appearance of your statement:

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.  Simply click the options you would like to use. 

"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:

 


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.
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Comments

38 comments
  • We print quarterly statements so that people know how they're doing with their pledge. How do I get statements for those who have pledged, but gave nothing so far? If there's no dollar amount given, it won't print a statement. Thank you.

    0
  • Hi @mothermindystjames!

    Thanks for reaching out! I have provided a great resource that will help you get these desired results:

    Managing Pledges

    Happy Breezing! 

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  • Two questions 

    1. Is there a way to have more than one letter to send? For instance, I want to send a letter with all contributions listed and pledge payment progress to date, but for those who didn't pledge this year it says "No pledge information." So, I want to have one letter for those who have pledged and one for those who didn't.

    2. For the pledge information, the way my letter comes out is below. Is there a way to get that all on one line?

    "As of September 30, 2019, you have paid
    $250.00 for the $1,020.00
    pledged for the fiscal year.

    Thank you!

    0
  • @mmcmullen

    Thanks for reaching out to the Forum! We're going to move your request over to Support in order to better serve you. 

    Cheers!

    0
  • We track our donations, church use income and preschool student income through Breeze, is there a way to separate these categories out when printing statements so we only print donations and not income?

    0
  • @office

    Yes! Simply select the Funds that would like to be included on the Statement from the contributions Reporting, then Print/Email your statements from there! 

     

    If you have any additional questions, please let us know!

    0
  • Is something like this possible? We want to summarize both the amounts by fund by family member, but also have totals by family member and the total for the entire family on one report?

    Tax-Deductible Amounts Given to Each Fund by family member:
    [funds_summary:amount:family_member]

    Total Tax-Deductible Amounts Given by family member:
    [amount:family_member]

    Total Tax-Deductible Amounts Given by the entire family:
    [funds_summary]
    [amount]


    (It would be helpful if there was an easy to find FAQ listing all of the commands for report templates.)
    0
  • @didaktos

    Great question here! Unfortunately, this functionality isn't possible within Breeze. However, it might make a great feature request! Submitting Feature Requests

    Cheers!

    0
  • Can you adjust the column width on a giving statement?

    0
  • Can you print giving statements for just children?

    0
  • @bharkcom

    Unfortunately, there is no Functionality from marching control within statements. Depending on your browser, you could have some flexibility here on the print preview. Browsers like Google Chrome provide some extra functionality here that could be useful for you!

    Additionally, you can print statements just for people listed as children in your database if necessary!

    Cheers!

    0
  • If you have a family who participates in 3 different pledge campaigns is it possible to list a grand total for what is left to pay on those pledges in a statement? I know the campaign info can be listed separately, which we plan to do, but would like to have a grand total due under that information. See example of what we're thinking below:

    Religious Education Tuition      $0.00 of $300          0%

                                                      $300 Remaining

    Confirmation                             $10 of   $100          10%

                                                     $90 Remaining

    Communion                             $20 of   $100          20%

                                                    $80 Remaining

    Your total amount due is         $   470.00    

    Thanks!

    0
  • @skaraba

    Great question! Unfortunately, this is a limitation of breeze. You will only be able to see a total amount remaining for each individual pledge...not combined. We sincerely apologize for any inconvenience that this may cause!

    I hope this helps!

    0
  • Is there a way to email family giving statements for most people, but email individual giving statements for those who submit their tax returns as individuals rather than families?

    Or at least to exclude a few individuals from the email statement and print them instead, without having to delete their emails from the database?

    0
  • Hi @Admin,

    If I understand your question correctly, it sounds like you want to create statements for everyone, yet keep some grouped as families, while having others remain as individuals in a family. If this is the case then we recommend creating a tag for one of those groups and then running two separate contribution reports to print or email statements! 

    If you have any trouble accomplishing this, feel free to Contact Us and we'd be happy to help :)

    0
  • Thank you!

    Funnily enough, that is exactly what I'm in the process of doing, as I thought that might be solution.

     

    :)

    0
  • We're so glad we could help! Don't hesitate to reach back out if other questions come up!

    0
  • Is there a way to "turn off" option for someone to no longer receive a statement of giving by email yet still be able to receive all other email notifications?

    0
  • Hi @angeld! 

    I am so glad that you reached out with this great question! I can definitely understand why it would be important to exclude certain people from receiving giving statements, yet still have them receive all other email notifications.

    There is a way to accomplish this in Breeze! It is not a click-of-a-button way, but I would love to suggest this workaround to fit your needs by using tag filters before sending giving statements. Here are the steps:

    1. You could Add a Tag and name it something like "No Email Statements"
    2. Next, you would Assign the profile(s) who do not want to receive email statements to this Tag.
    3. Navigate to More > Contributions
    4. Select a Date range (perhaps January 1 for this example) to see a list of people who have given since this date
    5. To filter by a specific group of people click on the "More" dropdown and then click on "People"
    6. Next, choose the "People" dropdown and then click "Set Filter"
    7. Under Tags, select "Does not Contain" and check the box next to the "No Email Statements" Tag

    As your final step, click "Apply Filter". Then, you will be able to click the arrow next to "Download as Excel" and select "Email Statements". This will only email statements to those who are not in the "No Email Statement" Tag.

    For more information about this, this article is really helpful as well: Searching Contributions and Creating Giving Reports

    I hope this is helpful! Please let us know if there is anything additional we can assist with! 

    Blessings,

    Annie

    0
  • When I try to set up the Email Statements, Breeze fills in BCC with everybody's name. I obviously don't want giving statements blasted out to everybody. Can you tell me how to assure that each email is only going to the correct Giving unit (Family).

     

     

     

    0
  • How do I allow Giving Units (families) to opt out of emailed statements? Some will want paper statements instead, but most will be fine with email.

    0
  • @kandtvj2

    Great questions!

    When I try to set up the Email Statements, Breeze fills in BCC with everybody's name. I obviously don't want giving statements blasted out to everybody. Can you tell me how to assure that each email is only going to the correct Giving unit (Family).

    - The BCC Email that you see in the "Statements" area is actually sending each person their own individual statement. You'll notice that it's impossible to change it to the "TO" function for this very purpose. Because of this, you'll never have to worry about Breeze contributions statements going out to the wrong people! 

    How do I allow Giving Units (families) to opt out of emailed statements? Some will want paper statements instead, but most will be fine with email.

    - I normally approach this by soliciting this information from the congregation well before issuing statements. I do this by creating custom profile fields and categories for Statements so that I can identify who would like their statements Emailed vs Mailed and Joint Statement vs Individual Statement. After this, I create a Form that has the same categories and field options so that the members can fill it out. Once they've completed it, I can then push that information to their profiles!

    Doing this will make it super easy to export statements according to their selections! See here for more info: Complete Guide to Creating Giving Statements

     

    For more information on this and perhaps even a visible walkthrough with one of our Advisors, give us a call! 888.320.6030

     

    Cheers!

    0
  • Is there a way to show a merged list of tax-deductible and non-deductible in the same list instead of separate lists?

    0
  • Hey @crystal!


    Because of the nature of our statements feature, you wouldn't be able to combine the tax and non-tax deductible gifts. The reason being that this might confuse givers as to how much they can write off for tax purposes. I hope that helps!

    0
  • I know I must have missed this, can you please tell me how to add a page break to our statements.  Without one, I can't print front to back.  I also want to print on letterhead, but can't when some statements go to the 2nd page.  I want to put our letter on the front and then only giving information on the back.  Thank you.

     

    0
  • Hey @Office,

    Great question!

    Inside of the Statement editor you can add the page break. Click on the three dots and then More.

    I hope this is helpful! Please let us know if there is anything additional we can assist with! 

    Blessings,

    Shalonda

     

    0
  • Deceased persons who have been archived continue to show up in statements. There are no other family members, so the email and home addresses are likely inactive, but I still would prefer to err on the side of caution and not have statements sent to the deceased, just in case. 

    Thanks 

    0
  • Hey @info!

    This is a great point! It can definitely be hard navigating deceased individuals. I hear you completely, and I am very sorry that this has occurred! I'm sure that's stressful and a little frustrating.

    Just to give some insight as to why statements can still be created for archived, deceased individuals, if their contributions are not moved in Breeze to another family member, then it will still generate a statement for the archived person.

    I know you mentioned this particular person does not have any other family members so I know this is really inconvenient, and I sincerely apologize for this limitation. This is definitely less than ideal, and I really appreciate your valuable feedback! I want to encourage you to reach out to our product team with these thoughts you provided. You can do so here: Submitting Feature Requests

    Additionally, here are some articles that may be helpful to you!

    What is the Best Practice for handling Deceased Members?

    Archiving People Things To Know

    Have a wonderful day!

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  • My issue was the formatting.  I was not able to have a repeating header on each page.  That would be a very useful feature - repeating headers and footers.  

    0
  • I have two questions.

    1. What file format is required to upload a logo? I was unable to upload a pdf file.

    2. Is there a way to print statements only for members who contribute particular amounts? (We only mail statements to members who contribute $250 or more.)

    Thank you,

    Elly

    0