Year-end giving statement distribution

Purpose

1.1. Automate the generation and secure delivery of year-end giving statements to all donors, ensuring tax compliance and increasing donor engagement.
1.2. Pull donor contact and transaction data from financial or church management systems, compile legally compliant statements, and deliver via digital or physical channels, with status monitoring and opt-out support.
1.3. Reduce administrative burden by eliminating manual collation, formatting, printing, and tracking of distribution, plus enable personalized thank-you messaging.

Trigger Conditions

2.1. Scheduled calendar date (e.g., January 1st each year).
2.2. Manual administrator initiation within finance or CRM system.
2.3. Completion of annual reconciliation of donations.
2.4. Detection of new year-end close within accounting package.

Platform Variants

3.1. Elvanto
• API: /reports/giving
• Export donor transactions, generate PDFs for each donor for the tax year.

3.2. Planning Center
• API: Giving/v2/donations
• Programmatic retrieval of donor records to compile statements.

3.3. Church Community Builder (CCB)
• API: transactions_report_list
• Fetch annual giving data, generate individualized reports.

3.4. Salesforce Nonprofit Success Pack (NPSP)
• Function: Automation Rule + DocGen
• Auto-generate and email year-end tax receipts from donor records.

3.5. QuickBooks Online
• API: Reports/TransactionList
• Pull fiscal-year giving, mail-merge to donor addresses.

3.6. Bloomerang
• API: /donations
• Create and send custom year-end thank-you and receipt PDFs.

3.7. Blackbaud Church Management
• Function: Giving Statement Report API
• Compile yearly donation summaries; automate mailing.

3.8. Donorbox
• API: GET /api/v1/donors
• Fetch donor details and histories for statement creation.

3.9. Realm by ACS
• Feature: Giving Statement Export
• Schedule automated statement generation and email delivery.

3.10. Rock RMS
• REST API: Financial Transaction/Query
• Assemble statements; distribute via templated email.

3.11. Mailgun
• API: /messages
• Trigger bulk email distribution with attached PDF statements.

3.12. Gmail
• API: /gmail/v1/users/me/messages/send
• Programmatically send individual statements with tracking.

3.13. PostGrid
• API: /letters
• Automate postal mailing for donors preferring hard copies.

3.14. DocuSign
• API: /envelopes
• Secure document delivery and recipient acknowledgment tracking.

3.15. Google Drive
• API: /drive/v3/files
• Generate shareable one-time PDF links for donor access.

3.16. Dropbox
• API: /files/upload
• Bulk upload and organize year-end PDFs, send link to donors.

3.17. Microsoft Outlook
• API: /v1.0/me/sendMail
• Dispatch giving statements; monitor bounces and opens.

3.18. Smartsheet
• API: /sheets/{sheetId}/rows
• Record status and delivery confirmation, update donor records.

3.19. Twilio SMS
• API: /Messages
• Notify donors of statement availability with clickable download link.

3.20. Zapier
• Trigger: "New row in Google Sheets" or "Scheduled event"
• Integrate multiple systems to initiate, track, and confirm distribution.

3.21. SendGrid
• API: /mail/send
• Deliver statements and log email analytics for follow-up.

Benefits

4.1. Maximizes accuracy and reliability of donor reporting.
4.2. Minimizes staff time and operational cost through hands-off management.
4.3. Enables faster donor communication and acknowledgment.
4.4. Supports regulatory and tax compliance with audit-ready logs.
4.5. Delivers flexible options spanning digital and physical delivery per donor preference.
4.6. Enhances donor satisfaction with prompt, professional correspondence.