Issue a donation receipt

You issue a donation receipt (Zuwendungsbestätigung) for a single payment, in the Studio under Reports. A card payment doesn't provide a reliable address. So you enter the name and address yourself, and you check that the payment really comes from this person.

Before you start

• The setup under Representatives is complete, and our team has confirmed the charitable status (Steuerbegünstigung).
• You have the “Owner” or “Finance” role.
• The donor has given you their name and address.
• They have shown you that the payment comes from them, for example with the payment slip from the screen or their bank statement. You recognise the payment by its date, time, amount and reference.

How it works

1. 1Step 1:
   Open Reports in the Studio and find the donation in the list. How to read and filter the list is explained in View individual donations and their status.
2. 2Step 2:
   In its row, click the menu with the three dots and choose Issue donation receipt…. The top of the window shows the amount, time and reference of the payment. Compare them with the payment slip.
3. 3Step 3:
   Fill in Full name or company, Street and house number, Postcode, City and Country.
4. 4Step 4:
   If you like, download a draft as a PDF with View draft. It isn't saved.
5. 5Step 5:
   Tick both boxes. This confirms that the donor, address and assignment to the payment have been checked, and that it's a monetary donation given without anything in return, not a membership fee.
6. 6Step 6:
   Click Issue final receipt. The receipt gets its receipt number.
7. 7Step 7:
   Download it with Download receipt and give it to the donor.

With the Digital procedure, the PDF bears the stored signature. You may pass it on printed or by email. With the Handwritten procedure, you print the receipt, sign it by hand and hand over the signed sheet. Without a signature, it isn't valid.

Good to know

• If you'd like donors to request their receipt themselves straight after paying, see Offer donation receipts on the screen.
• There's at most one valid receipt per payment. You combine several donations from one person in a combined donation receipt (Sammelbestätigung); see Issue a combined donation receipt.
• For donations up to €300, the bank statement together with a document from your community is usually enough for the tax office (Finanzamt); see Donations up to €300.
• Receipts can only be issued for paid, non-refunded monetary donations in euros.
• If something is still missing from the setup, the window shows “Not possible yet” with the open points. Go to Representatives takes you to the relevant step.
• Later changes to the board don't change receipts that have already been issued.
• If your community's subscription ends, the donation receipts are kept; see Cancel the subscription.

Download a receipt again

If a receipt has already been issued for a donation, its receipt number appears next to the donation in Reports. In the three-dot menu, you can download it again at any time with Download donation receipt. The Studio always delivers the same file that was saved when it was issued.

All receipts for a year

Under Representatives, Export receipts downloads all receipts for the current year as a CSV file, for example for your bookkeeping. You'll find the previous year in the three-dot menu. Revoked receipts are included with the reason. Each row also shows the payment reference. You can use it to reconcile the receipts with the transactions in your SumUp account.