Receipts Overview 💜

Receipts acknowledge the contribution your organization received from a donor. In DonorDock, you can email or print receipts for individual gifts, generate them in bulk from Gift Reports, or send them automatically when a donor gives through a DonorDock Online Giving Page.

Receipts and gift-specific thank-you communications use Transactional Templates. These templates are designed for communications connected to a specific gift and can include Gift Merge Tags to automatically populate information such as the donor's name, gift date, gift amount, and designations.

Transactional Templates and Receipts

Transactional Templates differ from Marketing Templates in several important ways:

Send a Receipt from a Gift List

Receipt actions are available anywhere DonorDock displays supported lists of Gifts.

These may include:

• A Contact's Gifts section

• Transactions > Gifts

• Giving Page Dashboards

• Campaign Overview pages

• Appeal Overview pages

• Fund Overview pages

To send or print a receipt:

1. Locate the Gift in the list.

2. Find the Receipt column.

3. Select the appropriate receipt icon:

   • Email to send an email receipt

   • Print to generate a printable receipt

4. Select the Transactional Template you want to use.

5. If emailing, click Send.

6. If printing, click Download.

The resulting Receipt Activity will be associated with the Gift.

Send a Receipt from the Gift Details page

You can also send a receipt directly from an individual Gift record.

A Gift Details page can be accessed from areas such as:

• A Contact record

• Transactions > Gifts

• A Giving Page Dashboard

• A Campaign

• An Appeal

• A Fund

• A Gift Report

• An Action Board nudge

To generate the receipt:

1. Open the Gift Overview.

2. Click the Receipt action at the top of the page.

3. Select:

   • Email Receipt

   • Print Receipt

4. Select the Transactional Template you want to use.

5. If emailing, click Send.

6. If printing, click Download.

Mark a Receipt as Sent

Sometimes a donor may have already received an acknowledgment outside of DonorDock. Instead of sending another receipt, you can manually update the Gift to indicate that the acknowledgment has already been completed.

1. Open the Gift Details page.

2. Click Receipt.

3. Select Mark Receipt Sent.

The Gift's Receipt Sent value will update to Yes.

This can help your team maintain accurate acknowledgment records even when the actual communication was completed outside of DonorDock.

Receipt Sent Status

Received Gifts include a Receipt Sent field showing whether the Gift has been marked as acknowledged.

This value can be:

• Yes

• No

Receipt Sent is available on the Gift and as a field in Gift Reports.

Transactional Templates can also be configured to determine whether using that template should mark Receipt Sent as Yes.

When editing a Transactional Template:

1. Click Set Email Options.

2. Locate the option that determines whether sending the template should mark a Gift receipt as sent.

3. Turn the setting on or off based on how you will use the template.

4. Click Save.

This is useful when some Transactional Templates are true receipts while others may be gift-related communications that should not count as the donor's official acknowledgment.

Send Receipts in Bulk

Gift Reports can be used to send or print receipts for multiple Gifts at once.

First, create a report containing the Gifts you want to acknowledge.

1. Navigate to Reporting > Reports.

2. Open an existing Gift Report or create a new one.

3. Apply the appropriate date range and other filters.

4. Click Run Report.

5. Review the results to make sure the correct Gifts are included.

Filter Out Gifts That Already Have Receipts

Before generating a bulk batch, you may want to remove Gifts that have already been acknowledged.

1. Run the Gift Report.

2. Click the Columns icon.

3. Add the Receipt Sent column.

4. Click Apply.

5. Click the Filter icon (a funnel) on the Receipt Sent column.

6. Select Is False.

7. Click Filter.

The report will now contain only Gifts that are not currently marked as having a receipt sent.

Filter for Donors with an Email Address

If you plan to email the receipts, you can further narrow the report to Gifts associated with Contacts who have an email address.

1. Add or locate the Contact Email column.

2. Click the Filter icon on the column.

3. Select Is Not Empty.

4. Click Filter.

The report will now display only Gifts associated with Contacts who have an email available.

If you want to identify the Gifts that will need printed acknowledgments instead, filter the Email column to Is Empty.

Generate the Bulk Receipts

Once the report contains the correct Gifts:

1. Click Receipts in the top right of the report.

2. Select:

   • Email

   • Print

3. Select the Transactional Template you want to use.

4. Click Send Receipts or Print Receipts.

💡 Bulk printed receipts can be generated for up to 500 Gift rows at a time. If the report contains more than 500 rows, apply additional filters and generate the receipts in smaller batches.

If you expect to use the same report setup again, select Save or Save As so you can quickly rerun it later.

Contribution Statements

The Receipts menu on a Gift Report also includes an option for Statements.

Contribution Statements summarize giving across a selected period rather than generating a separate receipt for each individual Gift.

Selecting Statements will direct you to the Contribution Statement tools, where you can review the statement settings and then email or save the statements as a PDF.

Send Automatic Receipts from Online Giving Pages

DonorDock Online Giving Pages can automatically send a thank-you email or receipt when a donor completes a gift.

Each Giving Page can use its own Transactional Template, allowing your organization to create acknowledgments tailored to specific fundraising initiatives.

To configure an automatic receipt:

1. Navigate to Online Giving.

2. Edit the Giving Page you want to update.

3. Open the Success Settings section.

4. Enable Send Automatic Thank You Email.

5. Select the applicable Transactional Template under Email Template for Thank You Email.

6. Select the applicable team member under Send Thank You Email From.

7. Click Save.

Future Gifts made through that Giving Page will use the selected settings.

Receipt Send-From Settings

Several settings in DonorDock can influence the sender used for a receipt.

The primary setting is the Send From team member configured directly on the Transactional Template.

If the template does not have a Send From user selected, DonorDock can use other receipt settings, including the sender configured on the Online Giving Page or in your organization's Receipt Settings.

The flow for this priority is:

1. Transactional Template Send From

2. Online Giving Page Send From

3. Organization Receipt Settings

DonorDock uses the first applicable sender available in this order.

Administrators can also create a non-interactive user when the organization wants receipts to come from a general organization email address instead of an individual team member. Non-interactive users do not count toward the organization's regular team member user count.

BCC an Internal Email on a Receipt

Email Transactional Templates can also include a BCC address.

This is useful when your organization wants an internal inbox or staff member to receive a copy of every receipt sent using a particular template.

To configure a BCC:

1. Open the Transactional Template.

2. Click Set Email Options.

3. Enter the address in the BCC field.

4. Click Save.

You can configure only one BCC email address on an individual Transactional Template.