Feature Release: Email contribution statements

Tuesday, December 27, 2011 2:43:00 PM Categories: New Features Tips 4 Clients
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I remember all the work it took to mail out contribution statements in January each year, so we promised to provide our clients the option to email them as a .pdf and last week we delivered.  Just in time for your 2011 statement mailings.  

 

How to email contribution statements:
Statements are emailed with a generic, non-customizable cover email and attached .pdf file.  Prior to sending out emails you may want to send an email notifying members that statements will be coming.  To see the content of the generic cover email, see the email individual/family statement instructions below and send yourself a statement first.
  1. Login as membership admin, click on reports and communication, then member reports.
  2. Select contribution statements then "Email statements" and the date range (allows statements to be pushed out at other intervals).
  3. Read the note carefully.  Everyone in the household with an email may get a copy of the statement if they have an email address. You can select the Family/Household attribute under "Limit Report To" for adult only to exclude students and children, but it will exclude their contributions as well.
  4. All other options under "Limit Report To" apply if you want them, otherwise click run report and the statements are emailed.
EmailContributions.png
 
Printing statements for those without email addresses:
  1. Login as membership admin, click on reports and communication, then member reports.
  2. Select contribution statements then either standard or double window envelopes.  
  3. Under "Limit report to" select "Other options" then select "Members with NO email address"
  4. Click "Run Report" for a print preview of statements for people with no email address.
What about bad email addresses?
Currently Churchteams doesn't have a way to track bounced or unopened email.  So, here is our recommendation.
  1. Send out an email to everyone in Churchteams that statements will be emailed this year.
  2. On Sunday, communicate that emails were sent out the week prior and if you didn't get one, please note your correct one on a card or better yet, email it to us from your phone.  
  3. Update emails and resend.  See below how to email individual statments.
How to email an individual/family statement:
  1. Login as membership administrator, click on browse members, enter the person's name and go to their page.
  2. Scroll down to the Add/Update line and select: Contributions.
  3. This page is very intuitive to use.  All filters are auto-applied like on the browse groups page.