Simplifying Receipt Tracking for Small Churches: Recommendations Needed

Tracking expenses can be a cumbersome task for small churches, especially those with a handful of salaried employees. At a local church with five to ten staff members, each employee uses company credit cards linked to a central account through Chase’s Ink for Business. Currently, at the end of each month, these employees must log into their Chase accounts, manually compile their expenses in a worksheet, attach receipts, and then submit everything to their Accounting personnel for approval. This workflow, reliant on physical paperwork, may be cumbersome and prone to errors.

The primary aim of this procedure seems to be safeguarding against internal and external fraud, rather than rigorous record-keeping. Therefore, it’s essential to find a more efficient solution that streamlines this process.

Seeking Affordable Receipt Tracking Solutions

The church is in search of an economical receipt tracking tool that integrates seamlessly with their existing setup, allowing employees to manage their expenses and receipts right from their smartphones—similar to the convenience offered by American Express cards.

Currently, the church utilizes QuickBooks Online Plus for Accounting purposes, although their credit cards are not linked to this software; only their bank accounts are. This raises questions about the best path forward. Would adopting a receipt tracking solution that links with their credit card accounts provide a streamlined approach? Moreover, it’s crucial to determine whether each employee would need their own account, especially with QuickBooks Online Plus only accommodating three users.

Potential Features to Consider

When evaluating options, it would be beneficial if the chosen receipt tracking software allowed for restricted account functionalities, enabling employees to attach receipts to transactions while ensuring they can’t alter any other account information. This added layer of security would not only simplify the process but also mitigate potential risks associated with fraud.

In conclusion, finding an appropriate tool that simplifies the expense tracking process while integrating with existing systems is vital for enhancing efficiency and ensuring accuracy. If you have any recommendations or experiences with similar tools, your insights would be greatly appreciated!