Finding the Right Receipt Tracking Solution for Small Churches
If you manage the finances of a small church, you might find yourself searching for an efficient solution to streamline receipt tracking for your staff. With a dedicated team of 5-10 payroll employees who utilize credit cards associated with a master account, the current manual process can be quite cumbersome. Here’s a closer look at what you might need and some options to consider.
The Current Process
At present, employees log into their Chase accounts each month to compile their expenses onto a worksheet. This involves printing receipts and submitting the worksheet to an Accounting staff member for approval, followed by a second approval from another individual—all of which is still handled on paper. This method, while functional, is time-consuming and could benefit from modernization.
Objectives for Improvement
The primary aim here seems to be two-fold: to facilitate the tracking of expenses and to safeguard against potential internal and external fraud. By moving to a more digital and user-friendly system, you can alleviate the pressure of manual documentation and simplify the approval process.
Seeking a Cost-Effective Solution
You may want to explore affordable software options that allow for direct linking to credit card accounts, enabling employees to upload receipts conveniently via their smartphones. A system similar to what American Express offers could work wonders in reducing administrative burdens.
Integration with QuickBooks
Given that your church already utilizes QuickBooks, particularly the Online Plus plan, you could consider syncing the new solution with your existing Accounting system. Currently, the credit cards are not linked in QuickBooks, which only provides access to three users under the Plus plan. This limitation may require additional planning if you intend to have each employee manage their receipts directly.
Questions to Consider
Before making a choice, ask yourself:
– Does the available software allow for individual employee access while maintaining overall control?
– Can you restrict access so that users can only enter receipts against transactions?
– What are the costs associated with adding users to accommodate everyone involved?
Next Steps
Transitioning to a more modern receipt tracking system can certainly enhance efficiency and accuracy in managing church finances. Take your time to evaluate various software options, considering both user-friendliness and integration capabilities with QuickBooks. By investing in the right solution, you can simplify processes, empower your staff, and ensure responsible financial oversight for your church.
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