Tax receipts

Every donation through Koolay automatically generates a tax-deductible receipt with your nonprofit's EIN, name, and address — IRS-compliant for U.S. 501(c)(3) organizations.

The two flavors of receipt

Per-donation receipt — sent immediately after each successful donation. Includes:

Donor name and email
Donation amount and date
Your nonprofit's name, EIN, address
Tax-deductibility statement
Goods/services disclaimer (none provided unless you mark otherwise)

Year-end summary receipt — a single PDF for the donor listing every donation they made in a calendar year. Easier for donors at tax time than digging up 12 separate emails.

Where to find them

Donations → Tax Receipts lists all generated receipts. Each row:

Donor name + email
Total receipted amount
Year (calendar)
Generated date
Sent status (sent, queued, failed)
Action: download PDF, resend email

Generating year-end receipts in bulk

Once a year (typically early January) you'll want to send year-end summaries to all donors who gave the previous year. The flow:

Go to Donations → Year-End Summary.
Select the tax year.
Preview the email template.
Click Generate & Send.

Koolay generates one PDF per donor and sends each donor their summary via email. The whole batch typically completes in under a minute, even for thousands of donors.

Customizing the receipt

The PDF template includes your tenant's logo, name, and EIN by default. To customize text (e.g. add a thank-you note, change the disclaimer), edit it in Settings → Site Settings → Tax Receipt Template.

When a donor asks for a receipt they didn't get

A few scenarios:

Donated by Zelle or check — the donation may not be in Koolay yet. Use Import Bank Statement (in Donations Hub) or add the donation manually, then re-issue.
Wrong email — donor used a different email. Search the Donor CRM by name; if you find them, Email Receipt from the row's actions.
Receipt landed in spam — common for new domains. Tell the donor to check spam, and consider warming your sending domain (see Settings → Domain Settings → Email).

Goods or services disclaimer

If a donation was in exchange for goods (e.g. a gala ticket where dinner was included), the donor can only deduct the portion above fair market value. When creating an event ticket, set the fair market value field — Koolay automatically adjusts the receipt language and the deductible amount.