Customizing Statements

Customizing giving statements in Breeze enhances user experience and ensures tailored communication. Utilize the "Email Statement" option to effortlessly preview and modify statements before distribution. Easily navigate the Modify Statement Editor to make desired changes, previewing updates in real-time. Save customized templates for future use and finalize statements with confidence. Explore various templates like Minimalist, Standard, and Kitchen Sink to suit diverse needs. Understand statement logic for precise distribution and leverage mail merge options for comprehensive customization.

We recommend customizing your giving statements using the "Email Statement" option for a more user-friendly experience. This option allows you to preview your customizations easily, without the need to actually send out the statements via email during the editing process.

Starting with Customization

  1. Click on “Email Statement”.
  2. Then click on the blue “Continue to Compose Message” button.
  3. At the bottom of the Compose Message Window, find and click the “Giving Statement Preview” hyperlink. This action opens a new “Preview Statement Window”.
  4. Inside the Preview Statement Window, press the blue “Customize Statement” button to access the Modify Statement Editor.
  5. Make your desired changes in the Modify Statement Editor.
  6. After making changes, click "save" to immediately preview the updates in real-time.

Additional Tips:

  • To view the statement for different donors: Use the name dropdown on the right-hand side to select a donor for preview. This feature allows you to see how the statement appears for each individual, ensuring that your customizations are appropriate across different donor profiles.

  • Saving Your Customizations: Once you are satisfied with the customizations, remember to save your work by creating a new Statement Template. This ensures that your adjustments are preserved and can be reused or further modified in the future.

  • Finalizing the Statement: It's important to note that the version of the statement in the “Modify Statement Window” at the time of sending is what will be distributed to donors, whether printed or emailed. Double-check this version before finalizing to ensure it meets your requirements.

Using Templates

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 formatting toolbar.  Click on the options below to view the 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, and 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

Saved templates will be accessible by all users with permission to access the customize statements section. For more information on custom templates, view Statement Templates.

Customizing Statement Template Layouts

Breeze allows you to customize statements to 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 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 Formatting Options Mail-Merge Options

Let's say you want an itemized list of giving transactions, 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 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] lists each tax-deductible gift 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 not to include any spaces, not to capitalize, and to keep the amount as the last word. You'll only be able to have one customized line of [itemized] mail merge per statement template. If you have two [itemized] mail merges, the first will merge properly, while the second won't work. 

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 giving transaction

name

Name of the donor

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 giving transactions

batch

Giving transactions batch number

batch_name

Giving transactions batch name

envelope

Donor's envelope number

note

Note on giving transaction

check

Check Number

account

Checking Account Number

 

Pledge Summary Options

The Pledge Summary Mail Merge Option contains information for active pledges during any part of the selected date range.

The amount given to the pledge in this mail merge will include all previous giving 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 not to include any spaces and not to capitalize any letters. You'll only be able to have one customized line of [pledges_summary] mail merge per statement template. If you have two [pledges_summary] mail merges, the first will merge properly, while the second won't work.

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]

Why You Shouldn't Copy/Paste into Statements

We understand that sometimes a pastor or financial secretary wants to write a letter to be included in the statements you are generating.

The Email and Modify Statement Editor windows don't handle copying/pasting from other platforms. When you copy and paste, hidden formatting is brought into Breeze, which can cause your statements to break when sent or look very messy. 

If setting up the letter in Breeze with the formatting tools available is not an option, we recommend creating the content as Plain Text. This can be done using Note Pad (Windows) or Text Editor (Mac). Creating content in these resources ensures no additional formatting coding is hidden in the background. 

Another option that may work to remove source formatting is to use COMMAND+SHIFT+V (on Mac) or CTRL+SHIFT+V (on Windows) to paste, as this is supposed to cause the pasted content to exclude or remove any formatting. However, we cannot guarantee this will work.  

 

Additional Information

Click Here to Understand Our Advanced Statement Functionality

Statement Logic

Breeze has built-in logic that intelligently retrieves the list of statements the user most likely desires. While most users will never need to reference this section, for users who would like a peek under-the-hood to understand this logic better, here is how Breeze determines what statements to retrieve:

When Printing/Emailing Statements for a Specific Person

When printing or emailing statements for a specific person:

  • Breeze will generate a statement for that person. The option to generate a statement only exists if that person has Giving history within the specified date range.


When Printing/Emailing Statements from a Giving Transactions Search Result

When printing or emailing statements based on a specific Giving Transactions search result.

  • Breeze will generate a statement for everyone in the list.


When Printing/Emailing Statements to Everyone

When printing or emailing statements for everyone use the buttons located at "Giving > Statements":

  • If the church's customized giving statement does not include any of the non-tax deductible mail merge fields:
    • Statements will be generated for people who have tax-deductible giving
    • Statements will be ignored for people who do not have tax-deductible giving (even if they do have non-tax deductible payments)
  • If the church's customized giving statement does include any of the non-tax deductible mail merge fields:
    • Statements will be generated for people who have tax-deductible giving
    • Statements will be generated for people who have non-tax deductible payments (even if they don't have tax-deductible giving)
Was this article helpful?
45 out of 70 found this helpful