The time has come to send tax statements to your donors! Every organization handles and delivers statements differently; therefore, we have provided various options to suit your needs.
Before getting started, we recommend merging any duplicate profiles to ensure each donor receives a single, consolidated tax statement.
Tax Statement Layout
Explore the information included in the US and Canadian Tax Statements.
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US Donation Statement
Entity's Information
Donor's Information
A statement Declaring the Transactions Are Charitable
Tax ID
Date Range
Totals by Payment Method
Totals by Fund
Pledges
Gifts
Total Gift Amount
Canadian Statement
Due to requirements by the Canadian Government, we include the following information in addition to what is listed on the US Donation Statement.
Receipt Number
Charity BIN / Registration Number
Signature of Authenticity
Customizing Statements
Learn which sections are customizable and where to make edits.
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Adding Your Logo to the Tax Statements
The Mobile App Logo is used to ensure consistent branding. To update or upload your logo:
Select Home within the Dashboard's menu on the left-hand side
Navigate to Settings and Branding within the menu
Locate the Mobile App Logo section and upload your desired logo.
This logo will automatically appear on all tax statements, maintaining a consistent and professional appearance for your organization.
Email Customization
You can adjust the following information when emailing bulk statements.
From: This name reflects the sender of the email and should include the name of your organization
Reply-To: replies are sent to the email
Subject Line: Add a personalized subject for the email
Email Body: Craft a custom message for your donors; common details include thanking them, year-end budget statistics, mission highlights, and more
To see this in action, please jump to Emailing Bulk Statements or Emailing Individual Statements.
Generating Bulk Statements
Subsplash makes it easy to bulk generate and email a statement to each donor with a few clicks.
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A statement will only be created for a donor if they have made one or more donations within the selected date range.
Generating Bulk Statements
First, log into the Dashboard
Navigate to Giving and click Statements from the left-hand menu
Select + Generate New Statement
If Subsplash detects potential duplicates, you'll be given the option to manage your People prior to generating Bulk Statements.
If you choose this option, you will be taken to the Duplicates section under People. For more information on how to manage the duplicates, please visit our article.
You may choose not to review the duplicates by selecting Continue Without Reviewing.
Select the date range you'd like the Statements to cover.
When generating the statement early in the year as a review, you can select the box Include Pending Transactions to ensure donations that have not been deposited are included on the generated statements. It's important not to select this option when sending official tax statements.
Click Generate
You'll now see a new statement being generated! Depending on the size of your donor base, it may take about 10-40 minutes for the statements to be ready. Feel free to navigate away from this page and continue with your work.
When the statements are ready, you will receive an automated email. To quickly return to the Statements section of the Subsplash Giving dashboard to manage the statements, click the blue Manage Statement button.
Generating Individual Statements
Individual Statements are helpful if a donor wants an update on their donations or if they accidentally lost an emailed copy.
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Select People in the menu on the left-hand side of the Dashboard
Locate and select an individual
Under Giving, select the Pencil Icon
If a statement was previously created for the donor (via bulk or individual), the statement will be listed under Statements. If a new statement is desired, select + Generate new statement under Statements.
Next, select the date range and click Generate.
To learn more about stewarding the statements, please visit the Managing Statements section.
Managing Statements
Now that the statements have been generated, here are several key ways to manage them effectively.
Emailing Bulk Statements
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When bulk generating and emailing statements, each donor will only receive their own statement.
To view options for a statement, whether you're accessing Bulk Statements in the Statements section of the Dashboard or an individual Statement within a People Profile, click the three dots next to the statement.
Next, select Email.
This will open the custom email editor which will allow you to edit the following:
From: This name reflects the sender of the email and should include the name of your organization
Reply-To: replies are sent to the email
Subject Line: Add a personalized subject for the email
Email Body: Craft a custom message for your donors; common details include thanking them, year-end budget statistics, mission highlights, and more
Once finished, select Preview Send to view the final product before sending it to the donors.
If you are satisfied with the preview, click Send in the bottom right-hand corner to deliver the custom email to all donors who have provided an email address.
Shortly after, your donors will receive an email.
A few days after sending the statements, you will receive an email containing a CSV report. This report will indicate who successfully received their statements and who did not.
Click the blue Download Deliver Report (CSV) button to generate a CSV.
Emailing Individual Statements
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To view options for a statement, whether you're accessing Bulk Statements in the Statements section of the Dashboard or an individual Statement within a People Profile, click the three dots next to the statement.
Next, select Email.
This will open the custom email editor which will allow you to edit the following:
From: This name reflects the sender of the email and should include the name of your organization
Reply-To: replies are sent to the email
Subject Line: Add a personalized subject for the email
Email Body: Craft a custom message for your donors; common details include thanking them, year-end budget statistics, mission highlights, and more
Once finished, select Preview Send to view the final product before sending it to the donors.
If you are satisfied with the preview, click Send in the bottom right-hand corner to deliver the custom email to all donors who have provided an email address.
Congratulations, your donors will receive an email shortly!
Downloading & Mailing Statements
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Downloading the statements can be used as step one when mailing physical copies of the statements. While not necessary, it's good practice to save a local copy of the statements even if you do not intend to mail them.
Click the three dots next to the statement to bring up the Statement Options.
Select Download
A file will be downloaded to your computer and can be found in your Downloads folder.
The file will be downloaded as a zip file, double-click the zip file to unzip it.
Click on the unzipped folder to open it.
You'll be presented with four items.
All: this folder contains all statements no matter the contact information provided within the donor's profile
Has-address-only: this folder will contain statements that do not have an email address
Has-email: contains statements that have an email address
No-contact-info: this folder will contain statements that do not contain an email address, phone number, or physical address.
Select the statements desired and print them. Depending on your computer, the steps to print PDF files may be different.
The Statement is compatible with #10 Double Window Envelopes. The charity's and donor's information will be visible through both envelope windows.
Delete & View History
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Deleting Statements
A donor can no longer download an emailed statement if deleted from within the Subsplash Dashboard.
Both Bulk and Individual Statements can be deleted. Select the three dots next to the statement.
Click Delete
Statement History
Select the three dots next to the statement.
Click History
The Statement History will show the date range along with details of who generated, downloaded, and emailed the statements, as well as when these actions occurred.
