Overview

Churches and nonprofits often need to provide members with year-end giving statements that summarize all tithes, offerings, dues, and other donations. QuickBooks Online (QBO) does not include a built-in donor statement generator, but the Donor Statements app integrates directly with QBO to produce compliant and professional donor letters—without exporting reports or merging data manually.

This guide explains how to install the app, connect it to QuickBooks Online, and generate donor statements for all contributors.

What You’ll Need

• A QuickBooks Online Company Admin login

• Access to the Church / Nonprofit QBO file

• A subscription to the Donor Statements app

• Properly categorized donation transactions (Tithes, Offerings, Contributions, etc.)

Step 1 — Install the Donor Statements App

1. Visit the QuickBooks App Store listing:
   https://quickbooks.intuit.com/app/apps/appdetails/donorstatements/en-us/

2. Click Get App Now.

3. Select the QBO organization you want to connect.

4. When prompted, log in using a Company Admin user.

The system will request authorization to access customer and sales data. Click Authorize to proceed.

Step 2 — Configure Donation Settings

Inside the Donor Statements dashboard:

1. Choose which Income Accounts represent donations:

   • Tithes

   • Offerings

   • General Contributions

   • Membership Dues

   • Fundraisers

2. Save your configuration.

These selected accounts tell the app exactly which transactions belong on donor statements.

Step 3 — Customize Your Statement Template

The app allows you to create professional donor letters. You may customize:

• Church name, address, and logo

• Greeting line (e.g., “Dear John,”)

• Message or thank-you paragraph

• Signature block (Pastor, Treasurer, Administrator)

• IRS-recommended language:

  “No goods or services were provided in exchange for these contributions other than intangible religious benefits.”

You can also choose whether statements show an itemized list or giving totals only.

Step 4 — Select Your Date Range

For annual giving letters:

January 1 – December 31 of the relevant year.

The app will automatically gather all contribution records for donors within that period.

Step 5 — Generate Donor Statements

Click Generate Statements to build:

PDF Statements (for printing & mailing)

– Download a single ZIP file with all donor statements.
– Each statement is formatted as a letter suitable for IRS documentation.

Email Statements (optional)

– The app can send statements directly to donors with a valid email address in QBO.
– Emails include PDF attachments unless otherwise configured.

Review a few sample statements before sending to ensure accuracy.

Best Practices

• Confirm that all donation transactions are posted to the correct income accounts.

• Ensure donor names, mailing addresses, and emails are up to date in QuickBooks.

• Run statements at year-end or anytime a donor requests a giving history.

• Always retain a backup of issued statements for audit purposes.