Donor Tools

Year End Reports - Donor Tools User Guide

Tax Time Reports

There are several ways to provide year-end statements to your donors:

1. Print Individual Giving Statement

Printing an individual giving statement is very easy to do with Donor Tools.

  1. Start with the Smart Tag (Donors with Tax Deductible Donations Last Year) that you created above. Click on the smart tag to pull up the report.
  2. Click on the donor for whom you want to issue a statement (tip: to jump to their donation report, click on the amount column instead of the name.)
  3. Click on “Year” to pull up this year’s statement.
  4. Now you can simply print this page. The statement will print out nicely formatted in black and white for your printer.
  5. More detailed instructions on printing year-end statements.

2. Email or Print Individual Acknowledgements

You can also email or print a year-end thank-you letter.

  1. Go to the donor's record.
  2. Click "Acknowledgements".
  3. Click "New Email" (or "New Letter").
  4. Type your letter. Somewhere in the body of the message, include the following mail merge code: 
    {% for donation in donor.donations_last_year %}
* {{ donation.describe }} {% endfor %}
  5. Click "Save Draft" to preview the letter.
  6. If the email looks good, click "Send Now". Otherwise, click edit and make any changes before sending.
  7. More detailed instructions with screen shots.

3. Export and Mail Merge Year-End Letters

You can also export your donor database, and then use Microsoft Word (or other word processor) to do a mail merge. To do this, just go to your “People” tab, and click “Export People”. Donor Tools will generate a CSV file, which you can download and then open in Excel or import into a Word mail merge. The exported file will include all your donors’ information, including their aggregate giving information. The nice thing about this method is that you can print out a big batch of statements all at once. You can also use this same method to print labels. Here’s a page that explains how to do mail merge with MS Word: https://support.office.com/en-US/Article/Use-mail-merge-to-create-and-print-letters-and-other-documents-f488ed5b-b849-4c11-9cff-932c49474705?ui=en-US&rs=en-US&ad=US

Filtering using a Smart Tag

To pull up a list of all your donors from the past year, you’ll want to create a Smart Tag to query donors who donated in the past year. Smart Tags are an easy, automatic way to organize your data into groups based on conditions that you specify. You can add as many conditions as you need to get the results you’re looking for. Donors will automatically be tagged with Smart Tags when they meet the conditions. Here’s how find all donors who donated to a tax-deductible fund in the past year

4. Donor Self Service

You can encourage your donors to sign in themselves to view and print their giving receipts and statements.

Here’s how Donor Self Service works.