Year-end statements

A contribution statement lists everything a donor gave in a calendar year, by fund and gift by gift, with the wording the IRS expects. One statement goes to each giving household, addressed to its primary contact.

When to use this

• In January, when statements go out for the year just ended.
• Any time a donor asks for a copy, or for a year-to-date total.
• Before year-end, to check that a few statements look right.

Find a donor's statement

1. Open Giving › Statements.
2. The Donors list shows each donor's total for each year. Type in the search box to find a donor or household, then select the amount for the year you want.
3. Or use Open any statement: choose the person and the year, and select Open statement. This works for anyone in People, including people you added in the sandbox.

The current year is a year-to-date preview. The final statement is produced after 31 December, once every December gift has arrived.

What a statement shows

• The church's name, address and tax status, and the statement period.
• The donor's name and household.
• A summary by fund, and every contribution with its date, fund, method and amount.
• The statement that no goods or services were given in return (or their value, if any).

Amounts are what the church kept: a refunded gift is shown at what remained after the refund, and a lost chargeback at nothing. Processing fees the donor chose to cover are included, because they gave them. Loose plate cash with no name can't appear on any statement.

Print or email a statement

• Print or save as PDF prints the statement, or saves it as a PDF from the print dialog.
• Email statement sends it to the donor's email address. In the sandbox it's held in the captured outbox, never sent. If there's no email address on file, the statement can only be printed and mailed.
• The year buttons above the statement switch between years.

Good to know

• The statement wording is a placeholder until the church's accountant approves it.
• Statements follow the same rules as Gifts, so a correction made with a refund shows up on the statement automatically.
• In the sandbox, the synthetic history begins in late October 2025, so the 2025 statements cover only November and December.

Top tips

• In December, open a handful of statements for different kinds of donors (card, check, recurring, someone who had a refund) and check them against what you'd expect. It's much easier to fix a setting in December than to reissue in February.
• Run the No primary contact check in Households before statements go out.
• When a donor asks "how much have I given this year?", open their statement for the current year: it answers the question and shows every gift.

Troubleshooting

A donor's total looks too low. Look for a refund or a chargeback in their Gifts, and for cash given without an envelope (which can't be receipted).

A donor isn't in the list. They may have given only loose cash, or their gifts may be recorded under another household member. Use Open any statement to open theirs directly.

Email statement is greyed out. There's no email address for the donor, or there are no gifts in that year.