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The PDF Receipts feature allows organizations to automatically have a PDF generated for each online donation, offline donation, ticket purchase, and registration with which a donation was submitted. This PDF is sent to the donor as an attachment in the donation, ticket, or registration auto responder email. This feature can be enabled on any campaign site or standalone page. Please contact Rallybound support if you would like this feature enabled.

Feature Details

Auto Responders

PDF Receipts can be sent with most donation auto responders. The specific auto-responders are:

  1. Donation Confirmation
  2. Recurring Donation Instance Confirmation
  3. Offline Donation Verified
  4. Registration Confirmation (when a donation is submitted together with the registration)
  5. Refund Confirmation
  6. Ticket Purchased Confirmation

In the event of a partial refund on a donation, a new receipt will be generated and sent to the donor with the Refund Confirmation email. The new receipt includes the updated amount and a statement that it is a “replacement receipt.”

Enabling or Disabling PDF Receipts

The PDF Receipts feature must be enabled by the Rallybound support team. Please contact Rallybound support if you would like this feature enabled. Once the feature is enabled, it's accessible in the Admin, under Email > PDF Receipt Template. There, it can be enabled, disabled, and edited, among other settings. In addition, PDF Receipts can be disabled for specific auto responder templates if desired. This setting can be found on relevant templates as ‘Disable PDF Receipt’.

Advanced Settings

The Rallybound support team can configure your PDF Receipts with conditionals that determine whether the PDF Receipt will be attached to the relevant email. In these cases, the PDF will not be attached even if it is set as enabled on both the PDF Receipt and the individual auto responder. These conditionals are listed below:

  1. Allow donors to opt out of PDF Receipt: a checkbox appears on the donation page allowing the donor to decline to receive a PDF receipt by email.
  2. Minimum donation amount: the PDF will not be attached to emails for donations that are under a given threshold. For this option there is an additional setting that determines whether to include fees covered by the donor when calculating the minimum donation amount. The default (and recommended behavior) is to include fees in the calculation, so that if the donation amount is greater than the minimum amount when counting the fees the donor covers, the PDF is attached to the resulting email.
  3. These conditionals can be ignored in the case of company donations — when the donation is a company donation, the PDF Receipt will always be attached to the email, regardless of the above configurations.

To enable these conditional settings, please contact us.

PDF Locking

To comply with relevant laws in some locales, there is an option to lock the PDF from being edited by the user in PDF-editing software. If you would like to enable this feature, please contact us. Please be aware that this feature also has the somewhat negative effect of email providers not being able to scan the file for viruses and consequently presenting a message to be careful when downloading.

The PDF Receipt Template

Editing Your PDF Receipt

Once the feature is enabled, the PDF template can be edited in the Admin, under Email > PDF Receipt.

This feature was built as a way to provide tax receipts, but it may be used for other purposes. As a result, by default, the template includes the following:

  • A statement that it is an official receipt for income tax purposes
  • Name and address of the non profit
  • Organization’s tax ID
  • Unique donation ID
  • Receipt issue date
  • Donor’s full name and address
  • Gift amount
  • Message from organization to donor

Using Rallybound’s standard text-editor, the template can be further customized as desired, for example to include the organization’s logo, a signature, and/or custom text. Placeholders may be used as well, just like in email templates. For gift amount, we recommend using the placeholder {{Eligible_Amount}}. This automatically calculates and returns the tax deductible amount for donations, tickets, and registration donations. For donations, this placeholder includes fees covered by the donor as part of the donation. To exclude fees covered by the donor from the tax deductible amount, you can use the placeholder {{Eligible_Amount_Without_Fees}}.

PDFs are generated in Letter size (8.5x11 in).

Accessing and Resending PDF Receipts

Donors can access previously generated PDFs in the user profile section, under Payments > Transactions. For administrators, previously generated PDFs can be found in the Admin Panel on the donation record by clicking the button on top of the donation record. If any information has been changed, admins can re-generate the PDF by clicking the "Regenerate Receipt" option.

If an email that previously had a PDF Receipt associated with it is resent (from the Email > Sent Auto Responders tab), the PDF Receipt will be resent with the email. If the PDF was regenerated, the newer version will be attached to the resent email.