The 3-Step Workflow
Every receipt batch follows the same three steps: Import, Generate, and Distribute. You can repeat this workflow as many times as you need -- for example once per fiscal year or once per fundraising campaign.
Import
Bring your donor data into TaxReceipt.app. Supported sources include:
- CSV files -- comma-separated values exported from spreadsheets or donor management tools.
- Excel files --
.xlsxand.xlsworkbooks. - QuickBooks -- connect your QuickBooks Online account and import transactions directly. See QuickBooks Integration.
During import the system validates every row, flags errors, and lets you fix problems before moving on.
Generate
Turn each validated row into a PDF receipt. You can:
- Design a template from scratch using the built-in editor.
- Upload a fillable PDF and map fields to your data columns.
Credits are consumed at generation time. One credit equals one receipt. See Credits for pricing.
Distribute
Deliver receipts to donors and track delivery, all on one page organized into Email, Mail, Skipped, and All receipts tabs:
- Email -- send personalized emails with the receipt attached, and resend from the Sent list. Supports Gmail, Outlook, and custom SMTP. See Email Setup.
- Mail -- mark receipts as mailed, or generate a printable mailing pack for donors without an email on file.
- Skipped -- explicitly opt a receipt out of delivery, or un-skip it later.
The step is done once no receipt is still pending email or pending mail. See The Distribute Hub for the full walkthrough.
After distributing, you can review the batch, re-download receipts (individually or as a bulk ZIP), and export summary data. Free-tier PDFs are kept for 30 days; the Unlimited PDF Storage add-on removes this limit.
Projects
A project is a saved configuration that bundles your import template, PDF template, and email template together. Once set up, you can reuse a project for future batches without reconfiguring each step.
Projects are created through a one-time setup wizard:
- Name and description.
- Data source -- import new data or reuse existing.
- PDF strategy -- create, upload, or reuse a template.
- Delivery method -- email, download, or both.
- PDF storage -- local download, cloud secure, or your own cloud.
After setup, the project remembers your preferences and streamlines repeat runs.
Tips
- Start with a small test file (5-10 rows) to verify your template looks right before generating a full batch.
- Save your import field mapping as a reusable Import Template so future uploads map automatically.
- Use the preview feature in every step to catch issues early.