Rethinking Invoice Approval Systems for Small Nonprofits: Is Concur Too Much?

As a bookkeeper managing accounts payable for a small nonprofit organization, I often find myself navigating the complexities of financial workflows. With an annual revenue of approximately $3 million and a seasonal operating pattern, our team is lean, comprising only a few staff members and processing a limited number of invoices—typically a dozen each week. While our accounts receivable process is fairly streamlined thanks to Square, the accounts payable side has become a challenge.

Recently, we adopted Concur to streamline our invoice submission and approval processes. Initially, the hope was that this tool would enhance accountability and create a structured workflow. Unfortunately, the reality has been quite different. The setup is not configured correctly, support has been sparse, and I frequently encounter permission and access issues that create frustrating delays. As someone who primarily works remotely, these bottlenecks can severely hinder productivity.

With all these challenges, I can’t help but feel that Concur may be overkill for an organization of our size. While I understand the need for an approval process, I believe there should be simpler, more fitting solutions available for a small and efficient team like ours.

We typically work with a variety of vendors, including lumber and hardware suppliers, along with gift shops that provide toys and other miscellaneous items. This diversity in our vendor base adds another layer of complexity to our purchasing process.

I’m reaching out to fellow bookkeepers and accountants for insights and advice:

• Have you had experiences using Concur or similar tools for small organizations? If so, what did you find effective or ineffective?
• At what point in terms of staff size or invoice volume do you believe a comprehensive approval workflow system becomes necessary?
• Can you recommend lighter-weight solutions that still allow for invoice review and approval prior to payment?

I would greatly appreciate hearing about what has or hasn’t worked for you in similar circumstances. Your input could be invaluable in finding a more suitable solution for our organization. Thank you in advance for sharing your experiences!