Sending and printing receipts

Review your organization name, EIN and letter wording in Letter settings. Prepare per-gift thank-yous in Letters, read every frozen letter and approve the batch. Send approved letters in steps of up to eight. Each letter goes by email whenever the donor has an email address: a receipt is transactional mail, so it never depends on appeal consent, and a marketing opt-out does not stop it. Only donors without an email address, or whose earlier receipt bounced or drew a complaint, go to the print batch; so does a letter whose donor's address changed after approval. Email goes through the installation's MAIL_PROVIDER=sendgrid, MAIL_API_KEY and MAIL_FROM settings, the same provider and sender used for sign-in mail (see Host it on Cloudflare). RER Managed provider calls are not available yet. Coffer on your own computer sends no email: Send approved letters marks each letter that would have been emailed “Not emailed · email is off on this computer” and moves the rest to print, so you can try the whole flow without a mailbox.

Online gifts do not wait for a batch: each paid online gift's receipt is emailed as soon as the gift is recorded, at any amount. Choose Hold online receipts for me to approve in Letters in Letter settings to review them first.

Submitted means SendGrid accepted the email; it does not mean delivered. To have delivery and bounces show up on their own, turn on SendGrid's Event Webhook: in SendGrid, open Settings → Mail Settings → Event Webhook, set the URL to https://YOUR-INSTALL/api/coffer/mail/events, select Delivered, Bounced, Dropped and Spam Reports, and turn on Signed Event Webhook. SendGrid then shows a Verification Key: a long line of letters and digits. Copy it whole and save it as the deployment secret MAIL_EVENT_PUBLIC_KEY, the same way as the other secrets (read -rs MAIL_EVENT_PUBLIC_KEY && export MAIL_EVENT_PUBLIC_KEY, then rer deploy --environment <name> --set-secret MAIL_EVENT_PUBLIC_KEY). Coffer accepts only events signed with that key, and repeated events are counted once. Negative delivery evidence wins over a late delivery event and moves the letter to the print batch. Both the donor and batch show delivery results. Coffer does not configure other SendGrid account webhooks.

The explicit Check delivery with SendGrid action also reads provider events through the Email Logs API, using the stored provider message ID and exact recipient address. It requires Email Logs access on the installation’s SendGrid account. If that access is unavailable, the action reports the missing access; it never substitutes a guessed delivery result.

A failed submission with an uncertain outcome is kept for investigation rather than resent. Check that message with the provider before mailing a paper copy; Coffer does not automatically retry it. Fix an incorrect donor address before preparing future letters. Letters already approved retain their exact address and wording.

Print all letters, a single letter, or the pending print batch. Choose US Letter, 100% scale and no browser headers/footers; use Print or Save as PDF. Each letter starts on a new page, with the address positioned for a window envelope. Long statements continue onto additional pages. Test a sheet with your envelopes. After printing, record the print batch as printed. CSV export remains available. Printing records staff action, not postal delivery.

For year-end statements, choose a calendar year in Letters, optionally one donor. Each donor gets one letter that lists every unreversed gift in that year once, including imported entries, with its fund, goods or services and deductible portion, then the total gifts, goods or services value and deductible total, and your reviewed goods-or-services wording. Unknown goods answers must be resolved first. Review and approve the statements, then email or print them in the same flow. Statements do not replace per-gift acknowledgements. A donor's existing statement batch prevents duplicate annual runs; discarded batches can be prepared again. Automatic reissues and donor portal statements are not implemented yet.