Using Giving Envelope Numbers

Many churches give each regular giver a box of numbered offering envelopes. GoodBooks can store that envelope number on the giver's contact record, so whoever enters the offering can pull up a giver by typing just the number instead of a name — much faster, and no guessing between two members named Johnson.

Plan availability: Giving Envelope Support is included on the Core plan and above. If you don't see the envelope field, your plan doesn't include it.

Assigning an envelope number

1. Go to Contacts and open the giver's record.
2. On the Contact Info tab, find Giving Envelope # (under Personal Information).
3. Enter the number and click Save Contact.

Rules:

• Envelope numbers must be positive whole numbers (1, 2, 42, 415…).
• Each number can only be assigned to one contact. If you enter a number that's already taken, GoodBooks tells you who has it so you can sort it out.
• Leaving the field blank simply means the contact has no envelope.

Assigning many envelopes at once

Handing out a whole box of envelopes — or renumbering for a new year? Use the bulk screen instead of opening contacts one at a time:

1. Go to Contacts and click the Giving Envelopes button at the top.
2. You'll see your contacts in a list with an envelope-number box on each row. Use the search box to jump to a name, and press Enter to hop from row to row like a spreadsheet.
3. Type (or clear) numbers, then click Save.

Only the rows you changed are saved — everything else is left alone. A few niceties:

• Swaps work in one save. Give contact A contact B's number and vice versa on the same screen, save once, and GoodBooks sorts it out.
• If you type the same number on two rows, neither saves and both rows are pointed out so you can fix them.
• If a number you enter already belongs to someone not on your screen, GoodBooks names the current holder so you know exactly where the conflict is. Your other rows still save.

Printing or exporting the envelope list

The Export CSV button on the Giving Envelopes screen downloads a spreadsheet of everyone with an envelope number — name, payee name, mailing address, and envelope number, sorted by number. It's ready to hand to your envelope printer or use for box labels.

Reassigning a number (new year, new boxes)

If envelope 42 moves from one family to another, the easiest way is the bulk screen above — change both rows and save once. From the individual contact records it takes two steps:

1. Open the current holder's contact, clear the field, and save.
2. Open the new holder's contact, enter 42, and save.

(Or give the departing member a different number first — the only rule is two contacts can't hold the same number at the same time.)

Using envelope numbers during gift entry

In Batch Gift Entry, click into the Giver box and type the envelope number. The matching giver appears at the top of the list with an Env # badge — press Enter and keep going. This also works in any donor search box that searches contacts by name.

Common questions

Do envelope numbers appear on receipts or giving statements? No — they're an internal lookup aid only.

We have two campuses with overlapping envelope ranges. Can numbers repeat? Not within one GoodBooks organization. Consider distinct ranges per campus (e.g. 1–499 and 500–999).

Does removing an envelope number affect past donations? No. Donations are linked to the contact, not the envelope number. You can clear or change numbers at any time without touching giving history.