Paste rows for bulk receipts

Updated November 2, 2026

Use Paste rows for a list of up to 100 donations. Everything happens on the page while you wait.

Steps

Open Bulk and sign in. Stay on the Paste rows tab.
Fill in Organization Details (Applied to All Receipts): EIN (Employer ID Number), Organization Name, Organization Address, Organization Email, Location Issued and Receipt Date. Add your Authorized Signature. The logo and the thank-you options are optional.
Under Default IRS Acknowledgment Statement, pick the statement for the rows. The first one is already selected. The Default goods or services provided (value, $) and (description) fields sit just below it, for any Option B row that has none of its own. The default applies to every row you haven't set by hand, including the starting rows and rows you add or paste later. See Rows that use Option B below.
In the Donor Information Grid, fill in each row: Donor Name, Donor Address, Gift Amount ($), Gift Date and, if you like, Designation (what the receipt prints as "Designation:"). Each row also has its own IRS Acknowledgment choices. Use Add Row or Add 10 Rows to get more rows.
Click Generate Bulk Receipts.
Keep the tab open. The ZIP downloads when it is done, and you see how many receipts were generated.

While a run is generating, your browser asks you to confirm before you close or reload the tab. Stay on the page until the ZIP downloads. If you leave anyway, or lose your connection, the receipts may still be issued, charged and emailed to your organization email, but you won't get the ZIP. The prompt doesn't appear when you click a link to another page of this site. Before you run it again, check your organization email for the completion email and check your credit balance, so you don't make a second set.

Rows that use Option B

Each row has its own IRS Acknowledgment choices. A row you haven't touched follows the Default IRS Acknowledgment Statement. When you change the default, every untouched row changes with it, and a row you set by hand, by choosing a statement on it or by pasting A, B or C into it, keeps its own. Rows with Option B take the default fair market value and description if they have none of their own. Switching the default away from Option B clears them again on the untouched rows.

If a donor received goods or services, choose Goods/services provided on that row. Three things are needed on an Option B row:

the value, in the first box of the Goods or services provided (Option B) column, or the default value above the grid;
the description, in the second box of that cell, or the Default goods or services provided (description) above the grid. It holds up to 100 characters, and it is printed in the Option B statement on the receipt;
2 credits for the row. See Option B receipts.

Other rows show N/A in that column. A row on Option B with no description of its own and no default stops the run with Row N: describe the goods or services provided (or enter a default description above).

Under the grid, you see how many rows are filled in and Estimated Credits (it adds 2 for each Option B row). If your credits don't cover the estimate, a red You have N. appears beside it, and Generate Bulk Receipts stops before anything is sent. With a pass, it says Covered by your unlimited pass.

Pasting from a spreadsheet

Copy a block of cells from your spreadsheet, click the grid cell where the block should start, and paste. The paste fills that cell and the columns to its right, and as many rows as the block has, the way a spreadsheet does. The columns run in this order: Donor Name, Donor Address, Gift Amount ($), Gift Date, Designation, IRS Acknowledgment (type the letter A, B or C), the Option B value, the Option B description, and Donor Email when emailing is on. You can still copy a single column.

An address on two lines in one spreadsheet cell stays in one grid cell.
An amount such as $1,250.00 becomes 1250.00.
If the block has more columns than the grid has from where you clicked, the extra columns on the right are left out and you see Some pasted columns were left out.
The grid adds rows as needed, up to the limits below.

Dates

Write dates as YYYY-MM-DD when you can. A pasted date such as 03/04/2026 could be March 4 or April 3, so the page doesn't guess. The cell stays as pasted, and a box asks How should we read the dates you pasted? Click Month / Day / Year or Day / Month / Year. The box shows your date as a long date so you can check, and one click converts every date waiting on the answer. Generate Bulk Receipts won't start until every date is a real date. If a pasted block holds a date that only works one way, such as 13/04/2026, the whole paste is read in that order and the box doesn't appear.

Limits

At most 100 rows. You see Maximum Rows Reached if you try for more.
Only rows with both a Donor Name and a Gift Amount ($) are used. The rest are ignored.
You need enough credits for the rows you fill in, unless a pass is active. Option B rows cost 2 each.
To fit on one page, a Donor Name can have at most 50 characters, a Donor Address at most 100 characters on one line, a Designation at most 50 and the Option B description at most 100. A longer value is flagged as a row problem. It is never cut off.

What happens if something is wrong

A few things are caught first: Validation Error with Authorized signature is required, or with Please enter a valid EIN in the format 12-3456789 before generating.

Then the page checks every row before anything is sent. If a row needs fixing, nothing is sent and nothing is charged. A box under the grid says N rows need fixing before we can generate and lists each problem by the row number in the grid's # column, for example Row 3: the gift date is missing. Problem rows are highlighted, and each cell that needs fixing is outlined in red. The messages you can see:

A row with only a name or only an amount: Row N: needs both a donor name and an amount, or clear the row.
Row N: the donor address is missing.
Row N: the gift date is missing., or “...” is not a date we can read. Use YYYY-MM-DD., or “...” could be day/month or month/day. Choose an order above, or type YYYY-MM-DD.
Row N: “...” is not a valid amount. Use a plain number above zero, such as 250.00.
On an Option B row: Row N: enter the fair market value of the goods or services provided. or Row N: describe the goods or services provided (or enter a default description above).
A value that is too long for the receipt, for example Row N: the donor name is 61 characters; the limit is 50. See the limits above.

If the server finds a problem the page could not, you see it as Row N: ... with the same grid row number. The organization details above the grid are checked too: the organization name (80 characters), the location issued (40) and the organization address (up to 3 lines of 50, 25 and 66 characters) show a message if they are over the limit.

If your credits don't cover the run, you see Not enough credits with This run needs N credits and you have M. Remove rows or buy more credits, or use a pass.

Donor email addresses are checked as you type. A bad address turns red, and Generate Bulk Receipts stays blocked with 1 donor email address isn't valid (highlighted in red). Fix it or clear it. (with a number if there are several). Fix or clear those cells and generate again.

If one receipt fails while the others work, you get the others, the failed rows are listed, and only the successful receipts are charged. If the whole batch takes too long, you see that nothing was charged and no receipts were issued. Try fewer rows, or use Upload a file, which checks every row first. See also Form errors.

When it is done

You see how many receipts were generated. The ZIP has one PDF per receipt and a summary file listing the receipt numbers. A copy of the ZIP is also emailed to your organization email.

FreeCharityReceipts keeps no copy of the PDFs. If you lose the ZIP, you can't download it again, so keep it. See What we keep.

Emailing donors

Tick Email each donor their receipts above the grid and a Donor Email column appears. See Email receipts to donors.

Still stuck? Email us