Acknowledgement letters

Every gift at or over your threshold (default $250) gets a written acknowledgement within your target (default 14 days). Coffer fills your organization's own wording for each gift, a person approves the exact letters, and you send them with your own mail merge, printer or email. Coffer does not send letters itself.

See what is due

Letters lists every gift at or over the threshold without a letter, with its due date. Gifts past the target are marked Overdue. A gift moved in without a goods-or-services answer waits until someone answers it on the donor's page.

Prepare a batch

An owner or admin presses Prepare letters. Coffer fills your saved wording for each gift that is ready, up to 500 at a time: the donor's name, the amount, the gift date, the fund and the right goods-or-services statement. The batch is frozen exactly as prepared. An agent with a key can prepare a batch too; it cannot approve one.

Approve, export and send

1. Open the batch and read every letter.
2. An owner or admin presses Approve these letters. Coffer records who prepared the batch, who approved it and the exact content approved.
3. Press Export letters, then Download letters (CSV) for your mail merge or printing.
4. Send the letters your usual way.
5. Back in the batch, enter the date they went out and how (mail, email or both) and press Record as sent. The date must fall between the export date and today.

Each gift's line on the donor's page now shows its letter as sent, with the date.

Discard a batch

Before it is exported, an owner or admin can Discard batch. Its gifts go back to waiting for a letter.