Practical Guide: Step-by-Step Receipting in Sunergo
New to Sunergo's receipting process, or need a refresher? Here's your step-by-step guide.
Before You Begin
Update Contact Information: Ensure email addresses and mailing addresses are current in each contact's profile. If your church uses Sunergo Connect, members can log in and update their own information—send them a reminder!
Post All Batches: Verify that all donation batches from the previous year have been posted. Open batches won't be included in receipts.
Choose Your Approach: Decide whether you'll send electronic receipts, printed receipts, or a combination. Electronic receipting is faster, more cost-effective, and allows you to track who has received and opened their tax receipt.
Review Your Church Information: Make sure the following are updated and correct:
- the church's mailing address
- email address
- tax registration number
- treasurer name & signature
- statement & receipt messages
To preview your receipt, go to Giving > Receipts > View Sample Annual Receipt.
Need to update your logo or signature? Please send the image to our Support Team.
Issuing Electronic Receipts
Set Receipt Preferences: In each donor's contact profile, ensure their receipt type is set to "Electronic," and that they have a valid email address on file.
Customize Your Message: Write a warm thank-you message to accompany the receipt email. This is your opportunity to express genuine gratitude and remind donors of their impact. It’s a special touch if the note is written by a deacon or treasurer. You can update the e-receipt message from Giving > Receipts > View/Edit Electronic Receipt Email.
Generate and Send: Use Sunergo's receipting tools to generate receipts for your chosen date range (typically the previous full calendar year). Electronic receipts are sent to donors' email addresses with a secure download link.
Monitor Delivery: Sunergo allows you to see which donors have received and downloaded their receipts, so you can follow up with anyone who appears not to have received theirs.
Issuing Printed Receipts
For donors who prefer paper receipts, Sunergo generates professional receipts that include all necessary information. Simply print and deliver by mail or in person.
NEW! Our new receipt template now includes support for Envelope #10 with window. By choosing the new template, you will no longer need to print address on the envelope or affix an address label to the envelope. Contact Sunergo Support to switch to the new template today!
Important Tax Season Notes
The Canada Revenue Agency suggests that registered charities issue donation receipts by February 28 to give donors adequate time to prepare their tax returns before the April 30 deadline.
Remember that Canadian churches need to maintain copies of all receipts issued—both electronic and printed—for their records.
Sunergo follows guidelines for donation receipts, ensuring that all required information is included in the proper format. With data storage located in Canada, your congregation's financial information is handled with appropriate care and security.
Need More Help?
For a visual walkthrough of the receipting process, watch our tutorial video on the Sunergo YouTube channel.
Our support team is always available to answer questions or walk you through any step of the process. Contact us anytime.
Beyond February: Building Better Habits
As you work through this year's receipting, make note of small changes that might make next year even smoother. Could you:
- Update donor contact information more regularly throughout the year?
- Create a simple checklist for December that sets you up for February success?
- Develop relationships with key donors beyond the annual receipt?
- Find ways to celebrate and acknowledge generosity year-round, not just at tax time?
The goal isn't perfection—it's progress. Each improvement you make strengthens the quiet conversation between your church and the people who support your mission.
At Sunergo, we understand that behind every donation receipt is a story of generosity and faith. Our church management software is designed specifically for Canadian churches, with tools that help you serve your congregation well—not just during tax season, but all year long.
Ready to make tax season less stressful and more meaningful? Contact our team to learn more about how Sunergo can support your church's giving processes and donor relationships.