Streamlining Receipt Tracking for Small Churches: A Software Solution

Managing finances can be a daunting task for small organizations, including churches. One challenge many face is the cumbersome process of receipt tracking for employee expenses. If you’re part of a small church with a dedicated payroll team, you may be seeking a more efficient and affordable solution for managing receipts and expenses.

The Current Process

Currently, receipts for church expenses are handled through a manual system. Employees, who number between five and ten, utilize credit cards linked to a church account with Chase (specifically the Ink for Business card). At the end of each month, the employees log into their accounts, fill out an extensive worksheet detailing their expenses, and then physically attach receipts. This paperwork is submitted to an Accounting representative for initial approval and subsequently forwarded to another individual for a secondary approval, all done on paper.

While the primary goal seems to focus on monitoring internal and external fraud rather than meticulous record-keeping, this traditional method can be both time-consuming and inefficient.

Seeking a Modern Solution

To simplify this process, we are on the lookout for a cost-effective software solution that can seamlessly integrate with their existing credit card system. Ideally, we want an application that allows employees to input receipts directly from their smartphones, mimicking the user-friendly experience of American Express cards.

The church currently utilizes QuickBooks for its Accounting needs, operating on the Online Plus Plan. However, this plan does not support linking credit cards directly; it only accommodates bank accounts. A potential solution on the horizon involves QuickBooks, though it may require setting up separate accounts for each employee, which could be cumbersome given the three-user limit of their current plan.

Key Considerations

As we explore options, it’s crucial to identify software that allows for restricted access where employees can only add receipts to their respective transactions. This feature would ensure that the financial integrity of the church’s accounts remains intact while enhancing the efficiency of the receipt tracking process.

Are you aware of any affordable software solutions that can streamline receipt management for small organizations? Your recommendations would be greatly appreciated!