Harborlight Youth ArtsBehind the login / a staff screen
Year-end
statements.
For nonprofits that take gifts straight through Stripe. Each January every donor gets one summary of the year’s gifts for their records, and nobody writes those emails by hand.
One annual summary may acknowledge several gifts, and an email counts as a written acknowledgment. IRS Publication 1771
The January job
Stripe covers the day of the gift
Its receipts go out payment by payment. Putting a donor’s whole year into one statement is left to the organization.
So it gets done by hand
Export the payments, add up each person, fold in the checks, write every email, then answer the donors who lost theirs.
What staff see
WordPress admin · sample dataOne list for the whole year. Refunded payments drop off by themselves, and payments without the donation tag stay out. Every donor is marked so staff know what is safe to send.
An email address on file and gifts that need no special wording. These go out when someone presses Send, or on the chosen day if sending is automatic.
Something a person should look at first: a grant from a donor-advised fund, whose wording the accountant should confirm, or an address that bounced last year.
A payment with no email address. It is held back until someone adds one.
What each donor gets
An email with a one-page summary: the organization’s name and EIN, every gift with its date, the year’s total, and the acknowledgment wording the organization’s accountant approved. See a sample summary · PDF
An acknowledgment names the organization, gives the amount of each cash gift, describes (but does not value) anything else given, and says whether goods or services were provided in return. Donors are responsible for obtaining one for any single gift of $250 or more before they claim the deduction.
Sources: IRS written acknowledgments · Publication 1771. This is how the rules are stated, not tax advice.
Checks and stock too
Gifts that never went through Stripe are added on one screen, so a donor who gave both ways still gets a single statement. Stock and other property are described, not valued.
Over a year
On a client’s siteGifts keep coming in through the organization’s own Stripe account and donation form, unchanged.
Staff add checks and stock as they arrive, on the screen above.
In January the year is gathered per donor, and the staff dashboard says how many statements are ready and how many need a look.
Staff preview a statement, press Send, and each ready donor receives theirs. Every send is logged.
A donor who lost theirs asks on the website, and it goes back to the address on file.
What stays with
the organization
Its Stripe account, and the read-only key it creates there and pastes in itself. The acknowledgment wording, approved by its accountant. Its donor list, on its own website, with a record of every statement sent.
This demonstration runs on sample payments, and nothing on it sends email. connectNPO sets the screen up; it does not prepare tax documents or give tax advice.
418 Wharf Street, Astoria, OR 97103
501(c)(3) public charity · EIN 00-0000000