This article explores the org-level Receipts area of the control panel, including the process for creating and editing receipts, versioning, and how to include PDF receipts. From here, you can make global updates to the default receipts for all your Standard Qgiv forms.

Please note: This article is about global donation receipts, which can be accessed from the org-level Qgiv control panel. Receipts for auctions, peer-to-peer campaigns, political fundraising, and Givi are not available in the global receipts interface and must still be configured at the form level.

If you're looking for information on form-level receipts, click here.

Getting Started

Click below for a video overview of Global Receipts:

PLEASE NOTE: Organization-level navigation was updated in July 2024, so the process for navigating the control panel will look a little different than what's described in this video. Check out the images in the article for instructions on navigating the new design.

From the org-level navigation of the Qgiv control panel, select Receipts in the Fundraising menu.

Fundraising nav item with menu and box around Receipts.png

In the Receipts area of org-level navigation, you’ll see a search/filter bar and a table showing all of your Standard Qgiv Form Receipts.

Let’s take a look at what you’ll find in this table. Then, we’ll go over the nitty gritty of editing and versioning.

Receipts Main Page

The System Title column displays the title of each receipt, as determined by the active settings of the forms in your organization. They’re divided into categories, which are displayed in the Category column.

Using the filter/search bar, you can search by a receipt’s System Title or Version Name or filter by the receipt’s category.

Receipt Types

Let’s look at each type of receipt based on their categories.

Donation

Standard Donation: Sends whenever someone makes a one-time donation.

Dedication Notification: Sends to the recipient of a donation dedication.

Recurring Donation Created: Sends upon the creation of a recurring donation if the gift is scheduled to beginning billing at a later date.

Recurring Donation Billed: Sends each time a recurring payment bills. If a recurring gift is scheduled to begin billing immediately, the donor will receive the Recurring Donation Billed receipt instead of the Recurring Donation Created receipt.

Recurring Donation Decline/Error: If there’s ever a processing error or if a donor’s method of payment is declined, they’ll receive this receipt with the error message received from the issuing card company included.

Recurring Donation Completed: When a recurring donation’s final occurrence has been billed, the donor will receive this receipt.

Recurring Donation Ending Soon: Donors will receive this receipt 30 days before their recurring payment schedule is ending OR if their payment method is expiring.

Recurring Donation Cancelled: Donors receive this notification via email when their recurring donation is cancelled.

Recurring Donation Billing Soon - MasterCard: This notification only goes to Mastercard users with recurring gifts that bill semiannually or annually. The email will send one week before each installment of the gift bills.

Events

Event Registration: Sends when a donor registers for an event.

Event Donation: Sends if a donor makes a donation during event registration.

Kiosks

Kiosk Donation: Sends when a donation is processed through a kiosk. If you don’t have any kiosks active for your organization, you won’t see the Kiosk category.

Invoices

Invoice: Sends if a donor chooses to be invoiced when selecting a payment option. If you don’t have invoices activated for your organization, you won’t see the Invoices category.

For more on invoice receipts and reminders, click here.

System

Refund: Sends when a refund is processed.

Versions

The Versions column displays how many versions of each receipt you have. In addition to the default version of each receipt, you can create up to 10 more custom versions.

Clicking the arrow to left of a receipt’s System Title will expand the version view. Here, you’ll see all versions of the receipt, including the forms attached to each version, the user who last saved the receipt, and when it was last saved.

Creating a New Version of a Receipt

To create a new version of a receipt, click Edit Receipt on the right side of the table.

This will open the Edit Receipt page. On this page, you can view the receipt’s version information, edit an existing version of the receipt, and create a new version.

First, select the version of the receipt you want to edit or select Create New Version from the dropdown menu.

If you’re editing an existing version of a receipt, you’ll see Version Information in the upper right corner of the page. This box displays the Version Name, Selected Form(s) the receipt applies to, the name of the user the version was Saved By, and when the version was Last Saved.

Version Information

Let’s create a new version of a receipt!

In the top section of the page, you’ll configure the Receipt Information.

Start by giving your new receipt a Version Name. The name you fill in here is for administrative use only. It won’t display to people who receive the receipt.

Please note: If you’re editing a Default receipt, you can’t change the Version Name.

In the Receipt Title box, you’ll see an auto-populated title based on the system title of the receipt you’re making a new version of.

Changing the title here will change how it displays within the forms you attach to this version of the receipt.

Form View:

The Category for the version is static and can’t be changed. It will reflect the category of the default receipt, and the box will be greyed out.

You can also add an optional Receipt Description. This is useful for noting the differences between versions. As with the above fields, this is for administrative use and won’t be visible to receipt recipients.

Receipt Content

In the next section of the page, you’ll customize the receipt itself.

First, you’ll need to enter a name that will display as the sender of the receipt in the From Name field.

You’ll also need to enter a valid corresponding email to display as the Reply To Email Address. This email address will then receive any replies from donors receiving the receipt. It will be displayed as the Reply To Email Address even when sending test receipts.

Next, add a Subject line for your emailed receipt.

If you want to send this receipt to a Qgiv user to keep track of what users are seeing when they receive your receipt, toggle on Include Additional Recipients and add the user's email address.

The Receipt Body area is where you can add your personal touch by creating custom receipt content.

The toolbar in the Receipt Body section contains a number of features to help you customize your content; we've highlighted a few of the most popular tools below.

Source displays the text in HTML format so you can make changes.

With the Insert Media option, you can upload or choose from previously uploaded content to add to your receipt. You can also delete items from this library.

You can change the font, style, size, color, and alignment of your text by using the basic text editing tools.

To insert and/or remove a hyperlink, click the icon shown below.

To insert a table, click the icon shown below.

You can click Insert Tags to include tags that populate based on information in your system. For example, the %Donor% tag would automatically populate with the donor’s first and last name.

If you’d like to add images in your receipt, you can do so by dragging and dropping files into the text editing area from your computer.

You'll also see the Conditional Content drop-down menu, unless you’re editing a Refund receipt. With this tool, you can further customize your receipts by including specific language for donors who meet certain criteria.

When you enter a conditional content box, the content will only populate in the receipt if the donor or registrant performs an action to trigger its appearance. For example, if you enter a conditional content box for a certain restriction, it will only display if a donor makes a donation to that particular restriction. If you enter the Any Restriction conditional content box, it will display if a donor makes a donation to any restriction.

To insert a conditional content box, select the one you’d like to include from the drop-down menu. It will automatically appear in the receipt editing area.

You can further customize each content box by entering your own text. Just click inside the box and enter your preferred message. You can include info tags and images within conditional content boxes, as well.

When a donor receives a receipt containing a conditional content box, they’ll only see the receipt text in and outside of the box. They won’t see the border, restriction title, or tool tip icon. Here’s a comparison:

Edit view:

Donor view:

If you add more than one conditional content box, you can drag and drop to reorder them within the editing area. You can also delete boxes by clicking on a box’s border and hitting Delete on your keyboard.

Pro tip: If you have multi-restriction giving turned on, you can use the %Restrict% tag to display the amount given to each restriction.

PDF Receipts

In transaction receipts, you can include a locked PDF receipt for your donors’ record-keeping purposes. Just below the Receipt Body area, you’ll see the Include PDF Receipt toggle.

You can toggle that option on for the following Qgiv donation form receipts:

Standard Donation
Recurring Donation Billed
Recurring Donation Completed
Event Registration
Event Donation
Kiosk Donation
Refund
New versions of the above default receipts

When toggled on, an area will appear in which you can add content that will appear in the PDF receipt. You can include any messages or disclaimers you’d like to add for your donors, such as “Please keep for your records.”

When your donors receive their email receipt, the PDF will be sent as a downloadable, locked attachment. This means that the content cannot be altered by the recipient. Here’s a peek at what your donors will see:

PDF Receipt Example.png

Select Forms

Finally, select which forms you want your new receipt version to apply to.

Clicking in the Select Form(s) by Name field will display a list of your Standard Qgiv forms. You can choose to apply to the receipt to all of your forms or just certain ones.

If you select All Standard Qgiv Forms, another field will appear, giving you the option to Select Form(s) to Exclude.

Send a Test and Review

When you’ve configured your receipt content to your liking, you can choose to Send a Test before you save your changes.

This will cause a window to appear in which you can enter the email address to which you’d like to send the test receipt. You can decide whether you want your Additional Recipients to receive the receipt test.

If you choose to Populate tags with dummy data, your test email will include random data so that you can see how the tags will populate.

Please note: Your actual transaction data will not populate in a test receipt.

Click Save to save your new receipt version. You may also choose to Cancel your actions.

After you click Save, a Review Details modal will appear. You’ll have a chance to review the Receipt Information one more time before officially saving it.

When a new version of a receipt is added, you’ll see with in the expanded view for the receipt’s System Title, along with the Default receipt.

Notice that you can Delete custom versions of receipts, but you can’t delete the Default version. If you delete a receipt version with forms attached to it, a modal will appear that prompts you to select another version of the receipt for those forms to use.

Once you’ve made your selection, you can click Delete Version. If you change your mind, click Cancel.

The tooltip next to the Version Name displays the Receipt Description you entered.

Clicking the number in parentheses in the Selected Form(s) column will open a modal that lists the forms attached to that receipt.

For receipts you’ve configured at the form level, you’ll see an additional View link in this modal, which will take you directly to the form-level Edit Receipt page.