Gravity Forms
+ Donor Giving Statements

Every January, charities, churches, schools and community groups send their supporters a statement of what they gave last year. When the donations came in through Gravity Forms, that usually means exporting entries from several forms, cleaning them in a spreadsheet, removing refunds, merging duplicate donors and running a mail merge. The Gravity Forms Donor Giving Statements add-on does all of that inside WordPress: it builds one combined statement PDF per donor for a tax year or any date range, from the donation entries of the forms you choose.

Only gifts you really received are counted. For forms that take payments, an entry counts when its payment status is Paid, Approved, Active or Completed; refunded, failed and void payments are always left out. Cheque and cash gifts recorded on a form without a payment add-on can be included too, all of them or only entries with a status such as Received. Donors are matched by e-mail address across all forms (spaces and capital letters do not matter), and the name and postal address printed on the statement come from their most recent gift. Gift dates use your site's time zone, so a gift made at 11.30 pm on December 31 belongs to that year.

Each statement shows your logo, organisation name, address and registration number, your own opening and closing wording with merge tags, the donor's address block, every gift with its date, fund and reference, the total in your Gravity Forms currency, an optional signature and a footer. Preview one donor first, then generate everyone in small resumable batches. Statements are stored in a protected folder, donors can download theirs through a signed, expiring link or a My statements list on your site, and you can e-mail them all through a Gravity Forms notification with a log of every send. A CSV summary lists every donor, gift count and total. Everything runs on your own server, with no outside connection. For Gravity Forms 2.9 and newer.

For every form you switch on as a donation source, the add-on reads the entries through the Gravity Forms API, page by page, and keeps each entry that counts as a gift inside the period: a paid payment status on payment forms, or your status rule on manual gift forms. It reads the donor's e-mail address, name and address, the amount (the payment amount or order total, or the product, total or number field you chose) and the gift date (the entry date converted to your site's time zone, or a date field). Gifts are grouped into donors by their trimmed, lower-case e-mail address, totalled in cents to avoid rounding errors, and stored as one statement per donor and period. The PDFs are drawn with a PDF library bundled inside the add-on, using only the logo and signature files in your own Media Library, and saved in a protected uploads folder that cannot be opened by a direct link. Batch generation runs in small steps that save their position, so it can be resumed at any time and keeps going in the background with WP-Cron. Download links are signed and expire after the number of days you set. Statement e-mails are sent by Gravity Forms itself, through the notification you design with the Giving statement ready event. Everything happens on your own server — the add-on makes no outside HTTP request beyond the licence and update checks.