How to Send Tax Summaries Using Kindful's built-in Tool

Overview 

We know that the stress of tax season can be overwhelming for non-profits, so we make it easy to email and mail professional tax summaries with just a couple of clicks.

In this article, we'll explain how you can...

  • See exactly which donors can receive a Tax Summary, and which ones can't.
  • Include a cover letter to your Tax Summary to include a call-to-action, or year-in-review.
  • Send yourself a preview of the Tax Summaries before sending them off to your donors.
  • Automatically log that you sent your donors their Tax Summaries on their profile.

Best Practices to Prepare your Data

Before you get started sending your Tax Summaries, it's important that the data in your Kindful account is clean, and that your account settings are accurate. Consider completing some or all of the steps below before proceeding:

✅ Enter all your donations from the previous year into your account. 
✅ Merge your duplicate contacts. Learn more about merging here.
✅ Create a cover letter in your email/letter templates. 
✅ Make sure your mailing addresses are up-to-date by investing in an NCOA scrub
✅ Verify your organization's information in your General Settings.

Please note: This feature is specifically geared towards Kindful users based in the United States. If you are a Canadian organization using Kindful, this tool does not issue cumulative tax receipts that are compliant with CRA standards. 

Creating your Cover Letter

When your donors receive their Tax Summaries, it's best to include a cover letter as well to add a personal touch. Your cover letter is an opportunity to include a call-to-action, a year-in-review, or your vision for your organization in the coming year.

Create this cover letter using an email/letter template. Learn more about email/letter templates here.

Please Note: It's important that the email/letter template you choose to include with your Tax Summaries does not include any dynamic tags related to transactions. Your Tax Summary will include details on their past year of giving. 

Sending your Tax Summaries

To access your Tax Summaries Tool, go to Communication Tax Summaries

Here, we've broken down your previous year's donors into three sections:

  1. Donors who cannot receive a Tax Summary
  2. Donors who can be emailed a Tax Summary
  3. Donors who must be mailed a Tax Summary

 

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Section 1: "Some donors cannot receive a tax summary"

Characteristics of the Contacts in this section:

  • They have at least one transaction on their contact record in the previous calendar year.
  • They do not have an email address
  • They do not have a mailing address
  • Their contact profile indicates that their email address is undeliverable. 

Actions: 

  • View List - This button takes you to a filtered view of the contacts who meet the criteria above. 

Section 2: "Some donors can be emailed a tax summary"

Characteristics of the Contacts in this section:

  • They have at least one transaction on their contact record in the previous calendar year.
  • They have an email address that has not been marked as undeliverable

Actions: 

  • View List - This button takes you to a filtered view of the contacts who meet the criteria above. 
  • Get Started - This button allows you to...
    • Include a cover letter 
    • Send yourself a preview (strongly recommended)
    • Email your donors their Tax Summaries

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Section 3: "Some donors must be mailed a tax summary"

Characteristics of the Contacts in this section:

  • They have at least one transaction on their contact record in the previous calendar year
  • They do not have an email address
  • Their contact profile indicates that their email address is undeliverable
  • They have a mailing address

Actions: 

  • View List - This button takes you to a filtered view of the contacts who meet the criteria above. 
  • Get Started - This button allows you to...
    • Include a cover letter
    • Send yourself a preview (strongly recommended)
    • Generate your PDF Tax Summaries to download with your envelopes or labels. These will appear in your Mailings section in Kindful. 

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After your Tax Summaries are Sent

Congratulations! 🎉 You just sent your Tax Summaries to your donors. How easy was that?

Let's go over what to expect now that you've sent them. 

Email:

Once you clicked "Email Tax Summaries" in section 2, all those Tax Summaries were sent off via email. Each person who was emailed a Tax Summary now has an activity on their profile. It will look like this:

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Postal Mail:

Once you clicked "Generate PDFs" in section 3, all those Tax Summaries were sent to your Mailings section in Kindful to download and print to send via postal mail.

When you're downloading those PDFs, make sure you also click the button that says "Confirm Mailer Sent" on the far left side of your Tax Summary's Mailing.

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Doing so, will place an activity on all of those contact's profiles that they received their Tax Summary in letter form.

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