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yybenedb
January 12, 2020
Question

Printing or emailing all donation receipts for the year

  • January 12, 2020
  • 1 reply
  • 0 views

As is often the case, I see how to do this on Quickbooks online but not on my trusty QB Desktop 2020 for Non-Profits.

Multiple donors have requested (after having lost the receipts we sent), that we send them receipts for all of the donations they made for the whole year.

How can I email them (in a single email)  or print them without manually opening each receipt?

 

1 reply

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LauraAB
January 13, 2020

Hello yybenedb,

 

It's great to have you back! I see you posted your question on Sunday, but I hope you were able to enjoy downtime over the weekend. I'll guide you with how to batch send your donor receipts to your customers through QuickBooks Desktop.

 

Sending out a batch of transactions in QuickBooks Desktop takes a few steps, but is possible for helping make sure your customers or donors have the information they need. Here's how to do it.

  1. Select Customers from the top menu.
  2. Choose Income Tracker.
  3. Filter for the transaction Type you need and select the ones you'd like to send.
  4. Choose other filters as needed. (Note: You can select multiple customers at one or filter to see their information one-by-one.)
  5. Choose Batch Actions from the bottom of the window.
  6. Select Batch email.

The program will separate the transactions into one email per customer with the selected transactions attached as PDF files. You can even customize the email messages before sending them out.

 

Give it a shot! Don't be afraid to reach out with more questions.

Y
yybenedbAuthor
January 13, 2020

Thank you! Getting closer!

 

The issue I am having is that while I can change the date (or date range) for anything in the unpaid section, the paid section will only allow me to see the last 30 days (Which is, in fact, indicated on the green button that chooses paid). I am trying to isolate all receipts (for amounts paid/donated) by customer for the past year.......

L
LauraAB
January 13, 2020

Ah, I see what you're saying about it having the limited time frame. That's my mistake for not noticing that the first time around. I've done some more research and found another way that you can batch email the donor receipts to your customers. It'l take a little bit of work and require you to go through the receipts to check a setting, but it'll allow you to send one email per customer with the donor receipts all attached. Here's how.

 

Check off the "Email Later" box on the donor receipt

  1. Go to the Customers menu.
  2. Choose Customer Centre.
  3. Single click on a customer to select them.
  4. Go through their transactions to find the donor receipts (Note: You can also choose the transaction type from the SHOW drop-down).
  5. Double-click to open the receipt.
  6. Check off the box Email Later (Note: If you previously sent the receipt via email, this box will have unchecked itself).
  7. Click Save & Close.

Repeat this with each necessary customer. Checking off this box puts the receipts in a queue that'll allow you to batch email them later. The next steps are how to batch email.

  1. Click File from the top menu.
  2. Choose Send Forms.
  3. Check off the box Combine forms to a recipient in one email.
  4. Select or deselect the customers and forms as needed.
  5. Personalize the email messages as needed.
  6. Click Send Now.

Like I mentioned with the Income Tracker method, this will attach the multiple transactions to one email. This way, you can ensure each of them has the forms they need without flooding their inboxes.

 

I hope this method is better suited for your needs!

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