Summary: This guide will walk you through the process of generating tax statements for your organization and various locations, as well as how to view, email, and print statements for your donors.
Important Timing: To ensure all giving for the previous year is included, tax statements should be generated no earlier than the 15th of January.
Before You Begin
- Tax-Deductibility: Only donations to funds that are marked as tax-deductible will be included in the statements.
- Merge Duplicates First: It is highly recommended to merge duplicate donor profiles before generating tax statements so that all of a donor's giving is consolidated onto a single statement. Merging profiles cannot be undone.
- Disclaimer: Tithely cannot provide accounting or legal advice.
Step-by-Step Instructions
Step 1: Merging Duplicates in People
Log in to your Tithely account.
Navigate to Bulk Tasks in the main menu and merge any duplicate People profiles. Note: Do not delete People profiles for any reason; always merge.
Step 2: Generate Tax Statements
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Navigate to Tax Statements: Giving section.
Select Giving from the left-hand menu, then select Tax Statements. -
Select Statement Parameters: Date and Location.
Choose your desired Year and Locations. Note: If you select 'All Locations', only one logo will be used. If locations have different logos, you must generate statements for each location separately. -
Choose Statement Type: Individuals or Households.
Select whether you want to generate statements for Households or Individuals.- Households: Coming Soon!
- Individuals: Every donor receives a personal tax statement.
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Configure Statement Formatting: Customize options.
Under the "Other Options" section, check the box if you want to Hide the Memo from Description Details. Then, use the dropdown to select your local Time Zone for Date Formatting so donation dates reflect your local time. -
Start the Generation Process: Generate.
Customize your Cover Letter if desired, then click Generate Tax Statements. Enter your email address to receive a notification when the batch is finished (typically 1-10 minutes) and click Send Email.
Step 3: View, Email, and Print Statements
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Open the Generated Statements: Access batch.
Navigate back to the Tax Statements area and select your recently generated batch date range from the Previous section. -
Choose how you want to distribute the statements:
Print All: Click this option to immediately open a new window in your browser, allowing you to set printer settings and print all statements.
Send Tax Statements To All: Click this option to email statements in bulk. You will be prompted to select how to treat donors who do not have an email address in their profile. You can add an email address for donors on the next screen. For any donor where an address is left blank, a printed statement will be generated instead.
Print for an individual: Click the print icon in line with a donor's name to immediately open a new window to print their specific statement.
Send an email to an individual: Click the paper airplane icon in line with a donor's name to immediately send a tax statement to that individual. Note: If you see a yellow triangle instead of a paper airplane, the email address is missing or invalid. Click the triangle to update it.
Troubleshooting & FAQs
Why is there a yellow triangle instead of a paper airplane icon next to a donor's name? This means the donor's email address is missing or invalid. You can update this donor's email by clicking the yellow triangle. This updated email will also automatically apply to their user profile in the People area of Tithely.
Can I just delete a duplicate donor profile? No. You should never delete a People profile for any reason. Always merge duplicate profiles to ensure that a donor's complete giving history is accurately reflected on their tax statement.