Donation Receipt

Purpose
 

A Donation Receipt is a financial and legal confirmation document issued to acknowledge that a donation has been received from an individual or organization.
 

Its primary goals are to:
 

• Confirm receipt of donated funds

• Provide proof of donation to the donor

• Support tax deduction claims (where legally applicable)

• Maintain transparent accounting and compliance records
   

A Donation Receipt is not a sales document and does not represent a commercial transaction.


 

- When to Use a Donation Receipt
 

Use a Donation Receipt when:
 

• A donor contributes money to a charity, NGO, or organization

• Donations must be recorded for legal or tax purposes

• Donors request proof for tax deduction
   

• Funds are collected via:
   

  • Cash

  • Credit card

  • Bank transfer

  • Online donation platforms
     

• Periodic donation reports are required
  
   

  Common organizations:
   

• Non-profits & NGOs

• Charitable foundations

• Religious institutions

• Educational trusts

• Fundraising platforms
  
  
   

  - How to Use – Step-by-Step (User Flow)
   

  1️⃣ Create Donation Receipt
   

  Navigate to Documents → Donation Receipt
   

  Click Add Donation Receipt
   

  Select or enter:
   

• Donor name (individual or organization)

• Contact details (email, phone, address)

• Company / organization settings

• Document language & currency
  
  
   

  2️⃣ Enter Donation Details
   

  Provide donation information:
   

• Donation amount

• Donation date

•  No product or item list is required.
  
  
   

  3️⃣ Enter Payment Information
   

  Record how the donation was received:
   

• Payment method:
   

  • Cash

  • Credit card

  • Bank transfer

  • Online gateway
     

• Transaction ID (if applicable)

• Notes (optional)
  
  
   

  4️⃣ Save Donation Receipt
   

  System automatically:
   

• Records donation as received

• Updates accounting records

• Generates a Donation Receipt number

• Marks document as Paid

• Stores donor history
  
  
   

  5️⃣ PDF Generation
   

  A Donation Receipt PDF is generated automatically.
   

  PDF typically includes:
   

• Donation receipt number

• Donation amount

• Donation date

• Donor details

• Organization details

• Tax exemption statement (if applicable)

• Legal declaration text

• Authorized signature (optional)
  
  
  
   

  6️⃣ Share with Donor
   

  Donation Receipt can be sent via:
   

• Email

• WhatsApp

• Downloadable PDF

• Printed copy
   

  Donors use it for:
   

• Tax filing

• Personal records

• Compliance proof
  
  
   

  -  API Support
   

  Donation Receipts are fully supported via API.
   

  API Capabilities
   

• Create Donation Receipt

• Fetch Donation Receipts

• Generate Donation Receipt PDF

• Record donation payment

• Export donation reports
  
  
   

  API Use Cases
   

• Online donation platforms

• Fundraising websites

• CRM & donor management systems

• Accounting software integrations
  
  
   

  ⚙️ Settings Affecting Donation Receipts
   

  Organization Settings
   

• Organization name & logo

• Registration / tax exemption number

• Donation receipt numbering

• Default language & currency
  
  
   

  Template Settings
   

• Donation-specific template

• Legal declaration text

• Tax exemption wording

• Signature block

• Campaign or fund reference
  
  
   

  Tax Settings
   

• Tax-exempt flag

• Country-specific legal text

• Donation eligibility settings
  
  
   

  ✅ Benefits of Donation Receipts
   

  ✔ Provides donor trust & transparency
  ✔ Supports tax deduction claims
  ✔ Maintains compliant records
  ✔ Simplifies donor communication
  ✔ Integrates with payment gateways
  ✔ API-ready for automation
  
  
   

  -  Summary
   

  A Donation Receipt is a critical acknowledgment document for non-commercial contributions.
   

  It ensures:
   

• Donors receive official confirmation

• Donations are tracked accurately

• Legal and tax requirements are met

• Accounting remains transparent

• Donation type:

  • One-time donation

  • Recurring donation

• Purpose / campaign (optional)

• Donation reference number (optional)
  
  
  Donation Receipts must be clearly separated from invoices and sales documents to avoid compliance risks.