Manage Transactions

Donor year-end statement

Use this report to create a year-end statement to send to your contributors. The statement consists of an email letter and an attachment listing all transactions for the year. Both are customizable using the built-in content editor.

Sending options

  • Batch send: You have the option to send the current year's statements using Batch Send. Each batch consists of 500 emails at a time.
  • Send individually: You also have the option for any selected year to send statements individually.

Where can I find the report?

Go to One Click Reports in your control panel and select Donor Year-End Statement.

Customize the letter

The year-end statement uses a standard template by default. You can customize or change the standard template by using the content editor.

In addition to the standard text formatting options, you can customize your letter with the following options:

Add your own images and embed video
Add merge fields
Add social media icons
(add your own links to the icons)
Add header graphic by year

What are merge fields?

Merge fields are things like the date, your donor's first name and last name, and salutation. Use the Merge Fields to personalize your letter, i.e., Dear Caroline, Dear Mr. Rutherford, Greetings Mr. and Mrs. Larry Upton.

The letter template will look something like this:

"(firstname), thank you for your generous support in 2020!"

But the actual letter will read:

"Janet, thank you for your generous support in 2020!"

Inserting logo, images and videos

To use your charity's logo, other images or videos you will upload those items into your letter.

  • Click the image icon to upload your logo or other pictures.
  • Click the video icon to add a video.

After clicking the desired icon, you will see a pop-up window.

To add an image, click Upload. Drag and drop the image from your computer onto the box or browse your computer for the image file. Click Save.

Once the image is shown on your letter, click the graphic so you see the blue bounding boxes, grab one of the bounding box corners to resize the image if needed.

Images and logos should be formatted as jpg, png, or gif.

To add a video, paste the link to the video in the Source field. The width and height should be auto-filled. Click Save.

Once the video is shown on your letter, click the video so you see the blue bounding boxes, grab one of the bounding box corners to resize if needed. You can also change the width and height in the insert/edit Media pop-up box.

Using social media icons

You may incorporate social media icons in your letter.

To add a social media icon, place your cursor in the letter where you want the icon to appear. Then select the icon from the social media dropdown list.

To resize the icon, click the icon to reveal the bounding box corners. Click and hold one corner then drag the corner until you achieve the desired size.

If you use an icon you should also link that icon to your social media page. To link the icon, select the icon (you will see the bounding box corners). Using your mouse, right click the icon and click the chain link icon.

Enter the full URL to your social media page in the first input field. Click Save.

Be sure to send a test email to yourself and double check that all links work properly.

Customize the attachment

The attachment is a PDF document sent with the email that displays the contributor's complete list of transactions for the year. The top portion of the attachment can be customized.

Just like the letter, use the content editor to make changes to the pre-set standard template, if desired.

The content editor for the attachment has fewer options. In addition to the normal text formatting options, you can add links, images, and merge fields.

Preview and send a test email

At the bottom of each content editor is a Preview Button. You can preview your changes to the email letter or to the attachment as many times as needed before sending.

Before sending your email, we highly recommend sending yourself a test email. In Step 3, just above the Recipient list, you will see a Test Email button. Enter an email address of your choice and click Send.

Batch send

You can decide whether you wish to send a year-end statement to all of your donors at once using the Batch Send option. Alternatively, you can send statements only to those contributors who request one using the Send Individually option.

Batch Sending
The Batch Send option is only available for the most recent year. For example, you can use Batch Send anytime during 2024 for Year 2023 donations. Year 2022 and earlier, however, can only be sent individually.

To send a Batch, 1) click the Batch Send checkbox, 2) determine the group options (all, recurring or one-time), 3) ensure that the correct statement year is selected, and 4) click the Batch Send button.

Determining the group option: If you select "Recurring Donations/Memberships Only", the statement will be prepared ONLY for payments processed on a recurring frequecy. One-time gifts will not be included. A separate statement for non-recurring payment will need to be generated and sent.

If "All Transactions" is selected, everything a donor does during the year is included in the statement - recurring, one-time, events, payments, etc.

If you have more than 500 contributors for the year, your Batch Send will be split into multiple batches of 500 email addresses each. You will see a button for each batch.

Once the batch has finished sending, you will see a success message, along with a report to download. The report will show you each person that was sent in the batch and whether the email was sent successfully or failed. These reports are also stored for your reference and can be viewed anytime by clicking View Batch Reports next to the Batch Send checkbox in Step 3.

Send individually

To send a year-end statement to a single individual, check the Send Individually checkbox and ensure that the correct statement year is selected.

Next, click in the Recipient list. You can scroll through the list to find your recipient, or use the search box at the top of the list to search by name or email address.

Find and select your recipient, and click the "Send the Email With Attachment" button.

Once the email has finished sending, you will see a Success message.

A note about campaign and payment type

At this time, GiveDirect has no way to differentiate between tax-deductible and non-tax-deductible gifts, or payments that include both contributions and services.

Charities that use different kinds of campaign forms may find that the Donor Year-End Statement may not suit your needs. For example, if you use an invoice form or other type of service payment form or an event form where services are exchanged for donations, you may not want to use this Year-End Statement option.

If your organization collects payments that fall into one of these categories, sending statements individually for donors who do not need special handling could still be a viable option, but please consider carefully whether the batch send will work for your organization.