Finding the Right Receipt Tracking Software for Small Churches

For small churches managing their finances can be quite a challenge, especially when it comes to tracking expenses efficiently. One church is in search of a cost-effective solution to streamline receipt tracking and expense reporting for its staff. With a team of 5 to 10 employees holding credit cards tied to a central account—specifically through Chase’s Ink for Business—there’s a need for a system that simplifies and digitizes the current manual process.

Currently, the staff members log into their Chase accounts each month, manually compiling their expenses into a worksheet. This involves printing receipts and submitting everything to the Accounting department for review. This traditional method, while effective for maintaining oversight, is time-consuming and relies heavily on paper documentation, which can make it challenging to monitor for both internal and external fraud.

To modernize this process, the church hopes to implement a solution that allows employees to seamlessly link their credit cards and manage receipts directly from their mobile devices. A system reminiscent of how American Express handles expense tracking would be ideal. This would not only save time but also enhance accuracy and accountability in financial reporting.

Additionally, the church utilizes QuickBooks for Accounting purposes and currently operates on the QuickBooks Online Plus plan. However, they face a limitation, as credit card transactions are not directly integrated into the Accounting Software, only bank accounts are linked. The challenge arises in needing a user-friendly solution that fits within the confines of their current setup.

One important consideration is that the QuickBooks Online Plus plan permits only three users, which raises questions about whether the church would require additional accounts for each employee. Moreover, can user permissions be configured so that individuals can only add receipts to their transactions without gaining access to sensitive financial information?

As the church explores various options for receipt tracking solutions, finding a budget-friendly application that meets these requirements will be crucial. Suggestions or recommendations for software that simplifies expense reporting while ensuring strong oversight are greatly appreciated!