Simplifying Expense Tracking for Small Churches: A Software Solution Guide

In today’s fast-paced environment, even small organizations like churches need efficient systems to manage their finances. If you’re part of a church with payroll employees who handle expenses, you may be seeking a streamlined solution for tracking receipts.

The Current Process

For many small churches, the existing expense tracking method involves a time-consuming manual process. Employees responsible for expenditures log into their Chase accounts tied to a master credit card for business purposes—specifically the Chase Ink card. At the end of each month, they manually compile their expenses into a worksheet, attaching printed receipts. This document then requires review and approval from multiple parties, all conducted via paper. The primary objectives here are to prevent both internal and external fraud, while also maintaining a degree of record-keeping.

The Ideal Solution

To modernize this process, a more efficient and cost-effective digital solution is necessary. Ideally, you’re looking for software that can seamlessly integrate with the credit card system and allow employees to manage receipts directly from their smartphones, similar to how American Express cards operate.

Potential Software Options

Your church currently utilizes QuickBooks Online Plus for Accounting, but it appears that only bank accounts are linked to this platform, not the credit cards. One challenge you might face is the limitation of accounts, as the Plus plan allows only three users. You may consider several alternatives:

1. Digital Expense Management Tools: Explore apps designed for receipt tracking that link directly to credit cards. Look for options that enable users to upload receipts on-the-go and automatically categorize expenses.

2. Upgraded QuickBooks Plans: Investigate whether upgrading to a plan that accommodates more users is a viable solution. Some plans provide additional features that might be beneficial for expense tracking.

3. User Permissions: When considering new software, inquire whether it’s possible to restrict user accounts specifically for adding receipts without granting full access to other sensitive financial data.

Conclusion

Transitioning from a manual paper-based system to a digital expense tracking solution can significantly reduce the administrative burden on your church’s employees. By exploring cost-effective software options that align with your existing QuickBooks setup, you can create a more efficient workflow that enhances accountability and reduces the risk of fraud. With the right tools, your church can focus on its mission rather than managing paperwork.