Generate Contribution Statements

Create statements that list your contributors' gifts throughout the previous year.

  1. Click Giving > Statements.
  2. Click Generate Contribution Statement.
  3. Select one of the following options:
    • Detailed Tax Statement— Displays a list of tax-deductible gifts as well as a fund summary, pledge information, memos, and nondeductible gifts if you select to include them.
    • Fund Summary— Displays a summary total of gifts by fund along with pledge information and nondeductible gifts if you select to include them.
  4. Enter a title for your contribution statements. Only administrators will see this.
  5. Select the date range in which gifts were given that you want to display on your statements.
  6. Select the elements you want to display on your statement. See "Contribution Statements Field Descriptions" in our related topics to learn more about each element.
  7. Click Next step: Customize Messaging.
  8. Drag and drop the customization tags as you enter your cover letter – if selected earlier – and your brief message. See "Contribution Statement Field Descriptions" in our related topics to learn more about what these tags do. The following three steps are optional:
    1. Click Add images and a signature to your cover letter to personalize your cover letter with a handwritten signature and images of the projects your contributors gave to.
    2. Click Add a logo and customize your giving statement to brand each statement for your ministry, and edit the title or the footer. See "Contribution Statement Field Descriptions" for important information about the footer.
    3. Click Use a Previously Sent Cover Letter or Message if a cover letter or message from previous statements would be perfect for your current ones.
  9. Click Next step: Preview and Send.
  10. Select how you want to generate your statements.
  11. If you email your contributors, enter the email address of the person who receives responses if a contributor ever has a concern about their statement.
  12. If you email your contributors, click Personalize your email to enter a subject, body, and signature of your own. Otherwise, Realm will send an automated email from your church.
  13. Select the order in which your statements will generate and whether you want the statements to print on the front and back of your paper.
  14. If you want to preview your statements before you generate, click Preview (first 10).
  15. If you're satisfied with the preview, click one of the following to generate your statements:
    • Export PDF— Export all statements as a PDF.
    • Send Emails and Export PDF— Send statements to contributors who have emails, and export the rest as a PDF.
    • Export CSV— Export your statements as a CSV file to be sent to our Fulfillment Services team.
    • Create a List of Records in Constant Contact and Export PDF— If you have more than one Constant Contact account, select the one you want to export to. Enter the information that will display on the list of statement records, and export the rest as a PDF.
      Note:

      If you see that the number of records is higher with Constant Contact, it's because Constant Contact counts shared and parent/child profiles separately.

      For example, if James and Jane Aaron share their giving, they display on the list in Realm as a single entity. With Constant Contact, James and Jane display on the list separately but will receive one shared giving statement all the same.

    Note: If you have 1,000 or more statements to export to PDF, they will download into a ZIP file. Contribution statements are only available for 6 months after they're generated.

Include $0 Statements

If a congregant is unable to give towards a campaign they made a pledge to, you may want to include a statement of their $0 total.

  1. Sign in as an administrator or user with the appropriate permission.
  2. Click Reporting > Reports > Custom Query.
  3. Click Select a main attribute..., and select Giving Amount (total).
  4. Select is greater than/equal to, and enter 0 as the amount.
  5. Click Show Results.
  6. After previewing the results, click Save As.
  7. Give your report a name, and click Save.
  8. Click Reporting to return the left menu to normal.
  9. Click Giving > Statements.
  10. Click Generate Contribution Statement.
  11. As you set up, select the query you just created in the Apply a custom query field.
  12. Click Generate, and preview your export to make sure $0 statements are included.

In this video example, we use a custom query to include $0 totals to our contributors' giving statements.