Finding the Ideal Receipt Tracking Software for Small Churches

When managing finances within a small church, particularly when it comes to tracking expenses, it can be a challenge to find an efficient and cost-effective solution. One church, with a modest team of 5-10 payroll employees utilizing a master credit card account through Chase (Ink for Business), is currently navigating a cumbersome manual process for expense tracking that may benefit from modernization.

At present, this church requires its employees to log into their Chase accounts every month and manually fill out a worksheet detailing their expenses. This process includes printing and attaching receipts, which are then submitted to the Accounting department for approval. This entire management chain, characterized by traditional paper methods, is likely aimed at preventing both internal and external fraudulent activities while ensuring accurate financial records.

However, the ideal solution would allow employees to easily input their expenses directly from their smartphones—similar to the convenience offered by American Express cards. This would not only streamline the process, reducing time and paperwork, but also enhance efficiency among the team.

Currently, the church employs QuickBooks for its Accounting needs, using the Online Plus plan. A challenge, however, is that while bank accounts are linked, their credit cards are not, which limits direct integration. In exploring possibilities, the question arises: Would it be feasible for each employee to have their own account to manage their receipts? Furthermore, with the Online Plus plan accommodating only three users, it raises concerns regarding accessibility and user restrictions—specifically, could accounts be configured to allow users to solely add receipts to expense transactions without broader access to the entire system?

In seeking a solution, the church requires a cost-effective, user-friendly receipt tracking tool that ideally integrates with their existing setup while accommodating the unique needs of their payroll team. Are there software options available that meet these requirements, or recommendations that could simplify financial oversight while promoting accountability? Your insights and suggestions would be greatly appreciated as they work towards finding the right tool for efficient financial management.