Customizing 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 (e.g. logo, text, etc) you can easily use a Breeze Template or create your own template.

Where to begin with customizing

When customizing a statement we strongly recommend you customize in the "Email Statement" option, as this allows you to easily be able to preview changes you are making to the statement. You do not have to actually send statements by email to use this option while customizing the statement. 

  1. Click "Email Statement"
  2. Click the Blue "Continue to Compose Message" button.
  3. At the bottom of the Compose Message Window there should be a "Giving Statement Preview" hyperlink, click on this.
  4. This will open a new "Preview Statement Window" where you can hit the blue "Customize Statement" button to access the Modify Statement Editor where you can make changes to your statement.
  5. Once you make changes, immediately preview the changes you are making to the statement in live time, by clicking "save"
    • If you want to view what the statement will look like for other donors, click the name dropdown on the right hand side to see a preview of their statement. 
    • Make sure to save what you created as a new Statement Template.
    • The statement in the "Modify Statement Window" at the time you send your statements will be what is sent to donors (printed or emailed). 


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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 formatting 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

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

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 Formatting Options Mail-Merge 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

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]

 

Why You Shouldn't Copy/Paste into Statements

We understand that sometimes a pastor or financial secretary want to write a letter to be included in with 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 there is hidden formatting that is brought into Breeze, which can cause your statements to break when sending, 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 using Text Editor (Mac). Creating content in these resources ensure no additional formatting coding is hidden in the back ground. 

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 better understand this logic, 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 Contributions Search Result

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

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


When Printing/Emailing Statements for Everyone

When printing or emailing statements for everyone using the buttons located at "More > Contributions > Statements":

  • If the church's customized contribution 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 contribution 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)
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Comments

16 comments
  • When attempting to customize the email giving statement, anyone know why I can't put anything below the [church_name] merge field at the bottom? Say, for example, a logo?  Or perhaps the church address, since there is no merge field for the church address and it appears nowhere on the statement??

    I can enter text on the same line as [church_name] but can't add a return to continue adding anything at all to the statement. 

    "Step 3 - Customize the statement how you desire"  Really??

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  • @joehonzik

    We'd love to help you with this topic and it sounds like we could use a bit more clarity! Please give us a call on our support line so that we can help you personally!

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  • Hey @daw30410!

    I am sorry to hear that you are having some issues with customizing statements! You asked about why the column widths and spacing were looking odd when customizing the information you wanted to show up on your itemized list. This is a great question. Statements contain super important information, and I know I would want to know why I am having spacing issues as well. I apologize for these frustrations.

    As it turns out, there is generally an order that should be used when customizing the information that appears on itemized lists in statements. While the column widths for the statements are not able to be adjusted, keeping the "date" first and "amount" last  in your customization will allow for the spacing of the columns to appear with the best spacing results. This should improve your width and spacing issue! :)

    Example:  [itemized_non_tax_deductible:date:fund:method:note:amount]

    I hope this helps! Please let me know if you have any further questions! I am here to help! Keep up the great work! :)

    Blessings!

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  • @Cam, that did help. Thanks.

    You think maybe it might be helpful if the documentation said that?

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  • Hey @daw30410!

    Woohoo! I am so glad that helped. :) You are more than welcome!!

    I apologize that we do not have this clearer in the documentation. :( I understand how important this information is when customizing statements, and I agree that it should be more visible!

    I just wanted to affirm you that you can find this information in the footnote section, right above the "Using Statement Templates" section. Here is a photo with a clearer location of the information for your reference! :)

    Thank you for your feedback, I really appreciate this. I'm going to reach out to the team, and see if that can get updated so that it is clearer for our Breeze family! Thank you for your patience as we seek to better serve our Breeze family by making things clearer in articles! Have a great day! :) 

    Blessings!

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  • How can I delete the header on the Statement? Currently it reads "Giving Statement Breeze" I want to delete this.  

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  • Hi @tbagby4!

    It seems that you are experiencing this because of a browser setting. I'll attach a resource to help you fix this. You'll need to uncheck this header setting in your browser before printing. There's a video here to show you how to do just that: 

    https://support.breezechms.com/hc/en-us/articles/360059288673-FAQS-on-Printing-Statements- 

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  • Two queries: 

    1) Is it possible to adjust the margins of statements?

    2) Is it possible to add a footer, or in some other way put information (church address, etc.) at the bottom of the page?

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  • Hi @jnelson,

    Great questions! 

    1. Yes! This would be done in your web browser after you've created the statement. We even have an article to help you accomplish this: Customize Margins in Breeze

    2. While there isn't currently a way to add a footer that will always be located at the bottom of the page, the Breeze best practice is simply to include the relevant information at the end of your Statement to appear last.

    Hope that helps!

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  • Say I have 3 templates (real example) all for 2020 giving statements.  I create all three just fine (which means at this point they are all identical). Now it is time to edit.  I edit the last one created (let's call it #1), save it and exit.  I can print the statements that use that template no problem.  Now I am ready for template #2.  So I go into Statement Edits, select it (#2), and it may or may not change anything in the window. First issue.      If it does change to the new template, I better not make any changes before Saving it, or, rather than making the changes to the template #2, it instead may change template #1...  but in my experience regardless of whether or not I Save it, it still may change template #1.  Or it may not save any changes I make to Template #2 regardless of pressing Save. Second issue.      Now let's go to template #3.  When I go back into Statements, I don't know if Template #1 or #2 are up (is there a way to see that???), but I can select #3.  If I Save it at this time (no edits), I may actually be wiping out all of the edits I made to Templates #1 or #2. Third issue.    If I select #3 and then cancel, when I go back into the Statements it still is at #1 or #2 (again, not knowing which one is which, since I can't tell if it is #1 or #2).  So then, final example, say I select #3, Save, get out, get back in, and make edits (assuming #3 is selected because that is the last one I used), I can Save and then print those statements (assuming I am printing #3).  However, if I go out then back in and need to use #2 again, I select it, save, go out, get back in... I may or may not see #2, and the edits I thought I had made previously to #2 may or may not be there. Fourth issue.    If I do think I see #2 and then edit #2, Save it, go out, go back in, now select #3 cause I need to print another statement with it ... it has been overwritten by the changes I made to what I thought based on selections made was #2... and #3 is gone (ok, the named template is still there, but it is now just a duplicate for #2).  Fifth issue. 

    HELP! :). I have done statements for several years and this is always an issue... and I am just tired of re-typing all edits in order to have multiple templates.  I am sure this is user error... but... help?  Thanks!

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  • @ckleiman

    I think it would be best to have a member of our Success team talk through this with you. Please give us a call so we can help you.

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  • Is there a way to add an attachment to the body of the email that is created when sending statments?

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  • @office I'm glad you asked! As the statement is already attached in this email, it's not currently possible to add in additional attachments here. You could always include anything additional within the statement letter by customizing it (as shown in the article above), you could type it in the email body, or you could even attach a link (Google Drive, Dropbox, etc.) to bring people to an additional document.

    Please don't hesitate to reach out to support@breezechms.com for additional tips here. :) 

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  • Hello - 

    I would like to create a statement (to be emailed) showing the remaining balance due for our Youth Group Retreat and would like to add a link within the statement to a form so payments can be made easily. Can this be done? I know you can add a link within an email but that option doesn't seem to be available within the statement emails. Please advise.

    Thank you!

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  • @skaraba

    Great question!  You would not want to put the link in the statement.  Think of the statement as a document, a piece of paper.  You wouldn't include a link there.  Instead, when you compose the email that the statement will be attached to, that is where you would insert the link.  An "insert link" button is included in the compose email screen.

    Hope this helps!

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  • @skaraba

    Something to keep in mind: You'll have trouble sending your statements to someone who's made no payments toward your retreat.

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