Printing a Pledge Statement for a Specific Pledge Campaign

You may decide that you want to send a unique or special statement out to those who have pledged. While, you can always include the [pledge_summary] mail merge on any statement that you are sending out; If you want to create a special statement for pledgers it can be done, but it will take a few steps to accomplish so roll up your selves and let's dive in. 

Determine Who your Statement is For

Create a Statement for Pledgers with Pledge Information Only Create a Statement for Pledgers with All Giving Information

Use this option if you are wanting to generate a statement for those who have Pledged that only includes giving contributed towards a specific pledge, not including all other giving the pledgers may have made. This option will filter the giving report to only include giving that has been contributed towards a specific pledge. 

  1. Go to "Reports" in Contributions (More > Contributions > Reports)
  2. Select the "More" filter option and choose "Pledged To" 
  3. Under the "Pledged To" filter select the "Campaign Name" of the pledge you are wanting to send statements out for.
  4. Choose "Include Non Givers" if you'd like to include people who have pledged but have not yet given towards the pledge yet.
  5. Towards the upper right of the screen, find the "Download as Excel" button and click the arrow just to the right of it, and follow the steps below to Customize the Statement.

 

To Customize the Pledge Statement

Once you have decided who you are sending your statements too, the next step is to customize your statement for your pledgers to include the pledge summary information on the statement.

  1. When in the Modify Statement Editor include the Mail Merge field of Pledges Summary.
  2.  Modify the [pledges_summary] mail merge to include information you would like displayed.

 

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, or filter used.

The [pledges summary] will include all previous contributions matching the pledge, even if they extend before the start date of your statements (filters), so that the amount given to the pledge will be accurate. 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,  not capitalize any letters, and only use one mailmerge. If you are looking to add multiple pledges this is done through the campaign-nnnn option as displayed below.

Here are a few examples of what a pledge summary modified can look like:

  • Summary Including One Pledge: [pledges_summary:campaign_name:amount:remaining:percent:campaign-5823]
  • Summary Including Multiple Pledges:[pledges_summary:campaign_name:amount:remaining:percent:campaign-5823:campaign-4290:campaign-19389]

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]

 

How to Video

The above video provides an in-depth overview of how to customize statements for pledgers,
and how to modify the [Pledge Summary] mail merge option.

 

For more information on customizations check out: Customizing Statements  

 

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Comments

9 comments
  • Well, yes, this is helpful. But actually I'd like to include givers who pledged to *any* current campaign, even if they didn't contribute. Or at least to be able to select more than one "pledged to" campaign.

    The reason? We don't normally send just pledge statements, we just make sure pledges are on the giving statements. And even if there was a pledge acknowledgement it wouldn't help the problem:

    We occasionally have members who make a pledge but then forget to make contributions. Some examples:

    • A member who pre-paid most of their 2019 pledge with an RMD in 2018 intending to make up the difference in 2019. But they forgot.
    • Several members who normally set up recurring bank transfers through our online system, but again forgot to do that for the new year.

    In both cases, since the member had no contributions in 2019, they didn't get a statement. A statement showing no contributions would have been a subtle nudge that something was missing.

    Our previous management system, when generating statements, had check boxes for "those who gave" and "those who pledged." Checking both ensured that those absent-minded pledgers got a statement reminding them they were behind. I'd sure like to be able to do the same thing.

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  • This would be even better if there was a way to print only the pledge amount and not the amount paid to date. At the end of a pledge campaign, we send a thank you/acknowledgement letter to everyone who pledged. Very few members have actually given yet, and the new church year is still months away.

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  • Hey @CM Ray, I totally see how helpful this would be as a mail mergeable field for your statements! Would you mind submitting a feature request so our team can hear? Submitting Feature Requests

    Thanks so much!

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  • One more question - using this method, how do I print statements only to the members without email addresses? I need to send those in the mail.

    Thanks!

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  • @bookkeeper I created a smart tag for "Family Has Email," which basically flags everyone in the family if anyone has an email address. (It might be "any non-child," I don't remember offhand.) Then I have a saved filter that selects everyone without that tag.

    So, when it's time to do statements, I'll go to reports and email statements for those who have email, then filter the list by the above filter and print who remains.

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  • That's very helpful, thank you.

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  • Hey @bookkeeper, it looks like @daw30410 gave really great advice of how to do this. The only other option I would offer is when using the email filter for contribution reports, you can enter either an Asterisk (*)= Searches for everyone who has any data for this field. Or you can enter an Exclamation Mark (!)= Searches for everyone who has no data for this field.

    Thanks so much!

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  • @Daniel Vailes, @bookkeeper Yes, the Asterisk search is how I find people who have an email address, or with a family search to find people where at least one person in the family has an email address. The trouble is, with a simple filter like this there's no way to search for people in a family where nobody has an email address.

    Breeze will email statements to anyone in the family who made a donation, or to another adult with email if the person making donations doesn't have an email.  @bookeeper and I want to print statements only when no email was sent, and there isn't a way to do that with a simple filter. (Or if there is, I'd love to know it.)

    Hence the tag to flag everyone in the family if anyone has email, then print statements only for those without the tag,

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  • @daw30410

    You are correct that there isn't a way to run a filter that will show that nobody in a family has an email address.  The method that you are using does seem like a great option for finding those.  Thank you for sharing that!

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