Is Concur Too Complicated for Small Nonprofits? Exploring Better Options for Invoice Approval Workflows

Managing accounts payable for a small nonprofit can present unique challenges, particularly when the organization operates with minimal staff and fluctuating revenue. This has been my experience while handling Bookkeeping for a nonprofit with an annual revenue of around $3 million. Despite the streamlined nature of accounts receivable through Square, navigating accounts payable has become increasingly complex, especially since the organization adopted Concur for invoice approval processes.

Initially, the implementation of Concur was seen as a positive step towards enhancing accountability and establishing a structured workflow. However, the reality has proven to be quite different. The system’s setup has been misconfigured, support options are lacking, and I frequently encounter access and permission issues that stall progress. Working remotely intensifies the frustrations caused by these bottlenecks.

It’s hard not to feel that Concur is excessive for an organization of our size. While I understand the need for an approval process, I can’t shake the feeling that there must be a more straightforward solution better suited for a small, efficient team.

Our vendor landscape includes a variety of suppliers, such as lumber and hardware stores, along with gift shop items and toys, leading to a diverse volume of invoices, though still only about a dozen per week.

I’m reaching out to the community for insights:

• For fellow bookkeepers and accountants, what has your experience been with Concur or similar tools within small organizations?
• In your opinion, what factors—such as staff size or invoice volume—necessitate the adoption of a comprehensive approval workflow system?
• Could you recommend any lightweight alternatives that still facilitate invoice review and approval before payment?

I would appreciate hearing about your experiences, whether positive or negative, in managing invoice workflows for smaller nonprofits. Thank you for sharing your valuable insights!