Tax receipts

For:Administrator

The Tax receipt is the official document that allows a donor to deduct their donation from their taxes. Unisoft automatically handles the generation, sending, and tracking of all your Tax receipts, in compliance with the regulations applicable to your organization.

What is a Tax receipt?

A Tax receipt serves as proof of a donation made to an organization eligible for tax deductions. Depending on your organization’s country, it takes the following form:

• France : official form CERFA n° 11580
• United Kingdom : Gift Aid declaration
• Israel, USA, other countries : receipt compliant with local regulations

A Tax receipt contains:

• The donor’s identity (individual or company)
• The amount of the deductible donation
• The date of the payment
• Your organization’s contact information (name, address, legal identifier)
• A unique receipt number
• The type of donation (cash, in kind)
• An electronic signature authenticating the document

Automatic generation

In most cases, you don’t need to do anything: Unisoft automatically generates and sends the Tax receipt as soon as a payment is confirmed.

Conditions for automatic generation

Condition	Detail
Identified donor	The payment must be linked to a contact with a first name, last name, and email address
Sufficient amount	The amount must exceed the threshold set by your organization (usually 15 €)
Eligible organization	Your association must be registered for tax deductions
Option enabled	The payment must have the Generate a Tax receipt option checked

What happens automatically?

1. The PDF of the Tax receipt is created with all the information included.
2. The PDF is electronically signed.
3. An email is sent to the donor with the PDF attached.
4. A copy is stored in Unisoft and can be accessed from the payment record.

Add a forgotten Tax receipt

If a payment does not automatically generate a Tax receipt (for example, because the option was not checked during entry) — this situation is very common for payments imported from a bank file.

1. 1

   Open the Modify Payment menu

   In the list, click on the pencil icon to the right of the row.

2. 2

   Click on “Add a Tax receipt”

   This option appears if there is no receipt yet for this payment in the relevant year.

3. 3

   Check the information

   Unisoft pre-fills the form with the payment details. Verify that:

   • The donor is correct
   • The tax-deductible amount matches the amount to be deducted
   • The date is accurate
4. 4

   Validate

   The receipt is generated, signed, and sent by email to the donor.

Modifying an existing Tax receipt

You can modify a receipt that has already been issued if you detect an error (incorrect amount stated, incorrect donor information).

1. 1

   Open the Modify Payment menu
2. 2

   Click on “Modify the Tax receipt”
3. 3

   Adjust fields

   You can modify:

   • The tax-deductible amount (if you want to declare an amount different from the payment, for example to exclude fees)
   • The donor’s information (name, address, individual/business type)
4. 4

   Validate

   Unisoft generates a new PDF with the updated information. The donor automatically receives the corrected receipt via email.

You can adjust the taxable amount and the donor information.

Regenerate on total amount

Typical case: a payment of 200 € results in a receipt for only 150 € (for example, because part of it corresponded to a non-deductible counterparty expense that has since been canceled). You want to regenerate the receipt for the total amount of 200 €.

1. 1

   Open the Modify Payment menu
2. 2

   Click on “Regenerate based on total amount”

   This option is only displayed if the existing receipt has an amount lower than the payment amount.

3. 3

   Confirm

   Unisoft cancels the old receipt (which will appear in the canceled receipts section of the tax return ) and issues a new receipt for the total payment amount.

4. 4

   The donor is notified

   An automatic email notifies the donor of the update, with the new receipt attached.

Send a Tax receipt by email

If a donor has lost their receipt or did not receive it:

1. 1

   Open the Modify Payment menu
2. 2

   Click on “Send the Tax receipt”

   This option appears if a receipt exists and an email is associated with the contact.

3. 3

   Confirm

   Unisoft sends the PDF of the receipt to the donor’s email address. No new receipt is created — the same document is resent.

Tax receipts for businesses

If the donation comes from a company, the receipt must be issued in the name of the legal entity and not an individual.

Upon payment entry

1. When creating the donor contact, check Type : Professional.
2. Enter the following:
   • Company Name (name of the company)
   • Company Identifier (tax identification number)
   • Billing Address

The receipt will be automatically issued in the name of the company, with the proper official header.

For a receipt already issued

If a receipt was issued by mistake in the name of an individual when it should have been issued in the name of the company:

1. Change the contact to Type : Professional.
2. Modify the Tax receipt to update the information.

Tax receipts and refunds

When a payment is refunded (see Refunding a payment), Unisoft automatically cancels the associated Tax receipt:

• The receipt changes to Cancelled status.
• It appears in the Cancelled Receipts section of the tax return.
• An email can be sent to the donor to inform them of the cancellation.

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Important for the declaration

Canceled Tax receipts must be reported to the tax authorities (using a specific form). Unisoft keeps a record to facilitate this reporting process.

Cases where a receipt is not generated

Case	Reason
Automatically imported payment	No automatic Tax receipts for imported payments (e.g., bank reconciliation)
Amount below the threshold	The threshold is determined by your organization
Anonymous donor or no email address	It is not possible to generate a personalized receipt
Ineligible organization	If your association is not authorized to issue Tax receipts
Option not selected	The administrator did not activate the option during entry
Existing receipt for the year	Only one receipt per payment and per fiscal year

Downloading and archiving

To download the PDF of a Tax receipt:

1. Open the details of the payment (eye icon in the list)
2. In the Tax receipt section, click on Download PDF

To download all receipts for a year at once, see Tax Return.

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Receipt format according to your country

For French associations, the Tax receipt corresponds to the official form CERFA n° 11580. For other countries, the format follows local regulations (Gift Aid in the United Kingdom, Israeli receipt, etc.).

Resend the original document and manage a Swiss association

Reprinting an existing receipt resends the original document; it does not create a copy with a new number. Check the document and its recipient before sending.

Swiss associations have payment and tax receipts tailored to their structure. The canton, province, or state determines the association’s structure: verify this information if the document does not match your organization’s structure.

For Nedarim, a refund retains the original documents and results in a negative receipt. See the refund.

Going further

• Annual tax declaration — legal report and export
• Add a payment — entry with Tax receipt
• Refund a payment — impact on the Tax receipt