REACH offers a Contribution Statement Report that will let you email your supporters (who have an email address on file) an email with an attached PDF statement.
1. Create a Contribution Statement Mail Merge Template
To use the export and email feature, you will first need to create a Contribution Statement Mail Merge template.
To create the template, go to Settings > Mail Merge Templates and click the copy button for the example Contribution Statement. You can update the template with your logo and any wording you’d like to include.
2. Export your Contribution Statements
Once the template is ready, you can create an export to send out your contribution statements.
To do so, go to Donations > Export Contribution Statements (you can also navigate here by going to Data Setup > Data Import/Export > Exports tab > Contribution Statements). Here, you can select the date range and a Template (the Contribution Statement template) you just created.
3. Review your Contribution Statements
If you leave the ‘Send via email to supporter?’ checkbox unchecked, a PDF will be created and a link will be sent to you, as an admin, so you can download and review the statements. You can then go back in and select to send the emails out after review.
4. Send your Contribution Statements
With the ‘Send via email to supporter’ email option selected, a PDF will be attached to the email sent to your supporters. You will also have the ability to include a generic email message. The email sent will include your logo, the message you enter and the supporter’s contribution statement attached as a PDF.
A few things to note:
*The ‘Include all supporters in household’ checkbox will have each supporter’s donations from the same household included in one contribution statement.
*When using the Send via email option, once you click the Submit button for the export, the emails are automatically sent from the REACH system to any supporter on file with an email address who made any donations during the date range you selected (this year, for example).
*The emails go out in batches (approximately 500 at a time) and will be delivered in a timely manner.
*You cannot stop the emailing once you have submitted the export.
*REACH attempts to send all contribution statements for the date range via email to your supporters. For any supporters that do not have an email address on file, REACH will send you, as the admin, an email with the PDF containing those supporter’s contributions statements as well as mailing labels.