Simplifying Receipt Tracking for Small Churches: Finding the Right Solution

Managing finances effectively is essential for any organization, including small churches. One aspect that often proves to be cumbersome is tracking receipts for expenses, especially when it involves several employees. If you’re part of a church that faces this challenge, you might find yourself searching for a more streamlined solution.

Currently, many church employees with company credit cards are required to manually record expenses at the end of each month. They log into their Chase accounts, compile a worksheet detailing their expenditures, and then print out receipts to attach to this document. This worksheet is subsequently submitted to the Accounting department for approval, followed by a second level of approval – all handled through a paper trail. While this process serves to mitigate the risk of both internal and external fraud, it can be quite tedious and time-consuming.

To improve this system, you may want to consider an affordable digital option for receipt tracking. Ideally, a tool would allow employees to link their expenses directly to their credit card accounts and capture receipts using their smartphones, similar to the functionality offered by American Express cards.

For churches using QuickBooks Online Plus for Accounting, integrating a receipt tracking tool could enhance operational efficiency. However, a common concern is connectivity: while bank accounts might sync easily, the credit cards currently don’t. Another notable consideration is the limitation on user accounts; QuickBooks Online Plus allows only three users at a time. You may wonder if it is possible to create access restrictions to enable employees to add receipts without gaining full account privileges.

As you explore potential solutions, consider the following options:

1. Receipt Scanning Apps: Look for applications specifically designed for expense reporting, which can connect directly to credit card accounts.

2. Expense Management Software: Evaluate solutions that allow employees to upload receipts through their smartphones while providing oversight capabilities to your Accounting team.

3. QuickBooks Add-ons: Research add-ons that may integrate with QuickBooks Online and enable employee access for receipt tracking only, rather than full accounting functionalities.

Finding an effective yet budget-friendly solution for receipt tracking can significantly ease the administrative burden on your church’s finances. By embracing modern technology, you can help ensure transparency, accountability, and efficiency in managing church expenses.