Printing, downloading and emailing a receipt¶

In short: Open the receipt and use the footer buttons — PDF to download, Print for a print-ready version, E-mail to send it (you can edit recipients and add a CC), or WhatsApp to share. These are only available on a receipt that hasn't been voided.

Overview¶

Once a receipt is captured, you can give the donor a copy: download it as a PDF, open a print-ready version, email it, or share it via WhatsApp. This article covers each option. The PDF layout (logo, wording, footer) is controlled separately — see Receipt layout settings.

Before you start¶

You'll need:

The Manage Receipts permission.
For emailing, the donor should have at least one email address on their record.

Opening a receipt¶

Open the receipt from the Receipts list, from the donor's page, or from a link after creating it. The receipt opens in a pop-up, and the footer has the action buttons.

📌 Note: The actions below are only available on a receipt that has not been voided. A voided (REVOKED) receipt can't be emailed, downloaded or printed.

Download as PDF¶

Click the PDF button. The receipt is generated and downloaded as a file named Receipt_{number}_{donor name}.pdf. The download is recorded in the receipt's activity history.

Print¶

Click the Print button. A print-ready version of the receipt opens in a new browser tab; use your browser's print function to print it. The print is recorded in the receipt's activity history.

Email the receipt¶

Step 1: Open the compose window¶

Click the E-mail button. A compose window opens with:

the donor's email address pre-filled in the To field. If the donor has more than one email, To is a dropdown of their addresses; otherwise it's a single email field.
a subject and body filled from your receipt email template (a project-specific template is used if one is set on the receipt's project),
the receipt PDF attached automatically.

Step 2: Set recipients and CC¶

Edit the To address as needed, and add any addresses to the CC field. Edit the subject and body too. You can choose a different template if you have more than one.

Step 3: Send¶

Send the email. A confirmation appears, and the email is logged on the receipt.

The receipt pop-up shows a history of emails sent for that receipt, with the delivery status of each: ⏳ PENDING, 🟢 Delivered, 🔴 Bounced, 🔴 Complaints Received, or another status.

Automatic emailing¶

If your organisation has turned on Send receipt email automatically once captured? in receipt settings, the receipt is emailed to the donor automatically shortly after capture, without you clicking E-mail. See Receipt layout settings.

WhatsApp¶

If a WhatsApp button is shown, click it to open WhatsApp with a pre-filled message for the donor. This appears when the donor has a usable cellphone number. Send the message from WhatsApp as usual.

Attachments¶

The Files button on the receipt lets you attach supporting documents (for example a deposit slip) to the receipt and download or remove them later. See Uploading and managing attachments.

Common issues & solutions¶

What you see	What it means	How to fix it
The action buttons (PDF, Print, E-mail, WhatsApp) are missing	The receipt has been voided (shows as REVOKED).	Voided receipts can't be emailed, downloaded or printed. Use a live receipt.
No WhatsApp button	The donor has no usable cellphone number on file.	Add a cellphone number to the donor's record.
An email shows 🔴 Bounced or 🔴 Complaints Received	The donor's email address may be wrong or rejecting mail.	Check and update the address, then resend.
Email stays on ⏳ PENDING	The send is still in progress (or queued).	Give it a moment and refresh; if it never delivers, check the address and resend.

FAQ¶

Can I email a receipt to more than one address / add a CC? Yes — put the main recipient in To and add extra addresses to the separate CC field. See How do I send a receipt or certificate to more than one email address (CC)? for the steps.

How do I download a receipt as a PDF? Open the receipt and click PDF in the footer. It downloads as Receipt_{number}_{donor name}.pdf.

How do I print a receipt? Open the receipt and click Print. A print-ready version opens in a new tab — use your browser's print function.

Why can't I email/print this receipt? It's been voided (REVOKED). Voided receipts can't be emailed, downloaded or printed.

Why did my receipt email bounce / the donor didn't receive it? The address is likely wrong or rejecting mail (shown as Bounced or Complaints Received). Update the donor's email and resend — see I emailed a donor their certificate, receipt or update form but they didn't receive it — what now? for checking delivery status.

Why is there no WhatsApp button? The donor has no usable cellphone number on file. Add one to their record.

How do I send a receipt or certificate to more than one email address (CC)?
I emailed a donor their certificate, receipt or update form but they didn't receive it — what now?
Receipt layout settings
Creating a receipt
Editing or deleting a receipt
Uploading and managing attachments
Message and email templates
Emailing a donor

Need a hand?¶

If a receipt email won't send or keeps bouncing, contact ActiveDonor support with the receipt number and the address you're sending to.