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Find answers to common questions about Tax Receipt Generator

The choice

After importing, you can choose how your imported transactions turn into receipts:

  • Per Donor — every transaction belonging to the same donor is combined into a single receipt covering all of their donations. A file import matches donors on the column you pick; QuickBooks matches on Customer ID.
  • Per Transaction — each individual transaction becomes its own receipt.

You see a live count for each option — how many receipts Per Donor would produce versus how many Per Transaction would produce — before you confirm, so you know exactly what you’re committing to.

For CSV, Excel and Google Sheets imports, the choice is always shown on the mapping page, after you save the mapping and before the compliance check. Donations are grouped by one column that you pick from the Group Donors by dropdown. The default is the column mapped to Email; a donor ID column is never guessed from its header. Blank cells are never combined. If you pick a name column, a warning reminds you that donors with the same name will be merged. The merged-donor list shows the names and emails inside each group, so you can check them before you continue.

QuickBooks imports still group by Customer ID, with no choice of column. The choice appears on the import success screen, and again if you finalize a QuickBooks-sourced batch from the batch editor without having made it yet.

What aggregation looks like

What you see depends on where the data came from.

  • CSV, Excel and Google Sheets: the per-donor panel on the mapping page can show the donors whose donations will be combined. For each one it shows the value in your Group Donors by column, the names and emails found inside that group, how many donations it combines, and their total. Check it before you continue: if two different people appear in one group, pick another column.
  • QuickBooks: the aggregated view shows a per-donor total with an expandable breakdown of the underlying transactions that make up that total, so you can see exactly which individual donations were combined before you generate receipts from them. Donors missing an email address are called out in that review, which matters if you’re planning to deliver by email rather than mail.

How the choice affects your receipts

  • Receipt count: Per Donor always produces fewer or the same number of receipts as Per Transaction — one per unique donor instead of one per donation. A donor who gave five times in the year becomes one receipt instead of five.
  • Credits: since one credit is consumed per receipt PDF generated, fewer receipts means fewer credits spent. Aggregating a donor’s five donations into one receipt costs 1 credit instead of 5.
  • Receipt content: a Per Donor receipt reflects the combined total and lists the individual donations that make it up, rather than showing a single donation amount the way a Per Transaction receipt does.

Which one fits

  • Per Donor fits an annual-summary approach — one official tax receipt per supporter per year that accounts for everything they gave, which is typically what donors expect and what keeps your credit usage down.
  • Per Transaction fits situations where you want to acknowledge each individual donation on its own — for example, a donor who expects a separate receipt each time they give, or when your organization’s process ties one receipt to one specific donation event.

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