A giving statement summarizes a donor's contributions over a period — the year-end statement your donors need for taxes, or any custom date range. You can email statements or print them, to a whole segment of donors at once or to one donor.
What's on a statement
Each donor's statement lists their contributions in the date range, with dates, amounts, and funds, plus a summary total — personalized to that donor. Built-in statement templates include a standard version, a by-fund breakdown, a large-font version, and a monthly statement.
Send statements to a segment (the year-end run)
1. Build a segment of the donors who should get a statement (for example, everyone who gave in the year).
2. Use the segment's Email action (to email) or Print action (for mailed copies).
3. Choose a giving statement template.
4. Enter the date range — statements require a start and end date (e.g., Jan 1–Dec 31). This is what determines which gifts appear and the totals.
5. Preview, then send or generate the PDF.
Each donor gets their own statement covering only their gifts in that range.
Send a statement to one donor
Open the donor's record, use Email or Print, choose the statement template, and set the date range. Handy when a donor calls asking for a copy.
Email vs. print
Email delivers each donor's statement to their inbox and logs it on their record.
Print produces a combined PDF you can print and mail — see Printing, Labels & Envelopes.
Tips
Double-check the date range before a big send — it drives every total.
Make sure donor addresses (for print) or emails (for email) are current; recipients missing the needed contact method are skipped.
For a clean year-end run, consider filtering to donors above a threshold if your organization only issues statements over a certain amount.
Logo missing from printed statements
Your organization's logo only shows on a statement when two things are both in place:
A logo is uploaded in Organization Settings (Settings → Organization Settings).
The statement template includes a Letterhead or Image block. Open the template in Email & Document Templates and check for one of these blocks; without it, no logo prints no matter what is uploaded in Organization Settings.
If you've confirmed both of these and the logo still shows in the preview but is missing from the printed or emailed PDF, contact CoolFocus support. This preview-versus-print mismatch is a known issue.
Related
Gift Receipts — for single-gift receipts vs. period statements.