Printing or emailing all donation receipts for the year

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.

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.......

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!

That way, I knew. It is not very efficient. I was looking for a way to do it without opening each receipt. For example, when over the course of 2019, a single donor may have made more than 100 small donations; another dozens; another 80. They all call at once (in January) that they want all of their receipts again.

Can it really be that the only way to do it is what amounts to the manual method you describe?

I know the method I've described can take a lot of time when you have a large number of receipts to go through and I do remember that you were looking for a way to do this without going into each receipt. At this time, the two methods I've described are the way to batch email the donor receipts to your customers. I recommend leaving feedback about this by going to the Help menu and choosing Send Feedback Online. We're all about efficiency here at QuickBooks Desktop, and are happy to listen to your suggestions to make that happen.

I remember in your original question, you were mentioning batch printing as being another option for you. I see in my own test file that on my receipts Print Later is automatically checked off, meaning you shouldn't have to reopen all of your forms to check through this. You can take a look at the forms available for printing by going to File, Print Forms, and then Donor Receipts (although it'll likely say Sales Receipts).

I'm still here if you need anything else.

I have print later (in Canada, we are required to retain a hard copy of each receipt) and email later checked on all new receipts by default. Both automatically uncheck when I print a copy for my records and when when I email the receipt to the donor. My year problem surrounds donors who lose there receipts and want duplicates at tax time.  

I appreciate your attention and detailed replies. At the same time, I am becoming more and more disenfranchised with the software and it's deficiencies as compared to other accounting solutions.

You realize this is the second time in a very short time frame that you are recommending that I submit the inadequacy or inaccuracy that I have identified to the developers....

(As these latest two issues affect charities only, it make me wonder how many charities actually use QB desktop. I will research that.)

I appreciate your comments. While I'd love to have you stick with us, I know that QuickBooks isn't a good fit for everyone. The above situation with the Print and Email Later boxes applies not only to the non-profit editions, but all versions of the program. I hear what you're saying about how this directly affects you as a charity, however. I encourage you to take the time to consider what you need for the charity's books. Feel free to stop by if you have more questions.

How do you do this with Quickbooks pro.

What I want to do is email donation receipts.

How do I create them and how do I email them?

Just curious if you were able to eventually print one donation receipt for a donor who has  multiple donations during the year.  I have the same issue and I don't know how to do it with Quickbooks.  It seems like the only way is NOT to record the donation until the end of the year even though you are receiving and depositing them every single month that you receive it, which could be a problem too.

Thanks for joining in on this thread, GK Canada. I came across your other question about this in the QuickBooks Community and have left you a response there. Here's a direct link to my response: Donation Receipt. I wish you the best moving forward with this!

this makes no sense, since my QB doesn't have these menu selections. Thanks QB for again being impossible to use and NOT intuit.