Streamlining Expense Tracking for Small Churches: Software Recommendations

Managing finances at a small church can be challenging, especially when it comes to tracking receipts and expenses incurred by employees. Many churches rely on traditional methods, such as manual worksheets and paper receipts, which can be cumbersome and prone to errors. If your congregation is in search of an affordable solution to simplify receipt tracking, there are several options available that can enhance efficiency and monitoring.

The Traditional Approach

Currently, the payroll employees at this church, numbering between five to ten, utilize credit cards connected to a master credit account—specifically, they use Chase’s Ink for Business card. Each month, employees access their credit card accounts, manually entering expenses into a worksheet, printing receipts, and submitting the entire package for approval. This multi-step process involves several departments and can significantly slow down financial oversight, while also leaving room for potential internal and external fraud.

Seeking Modern Solutions

To streamline this process, the ideal solution would be a software platform that allows employees to easily link their credit cards and submit receipts directly from their smartphones. Many businesses have adopted apps similar to those offered by American Express, which enable real-time expense reporting and receipt management.

Integration with Existing Accounting Solutions

This church currently uses QuickBooks, specifically the Online Plus plan, for its Accounting needs. While this is a step in the right direction, it presents a challenge since their credit card accounts are not linked, only their bank accounts. Moreover, the Online Plus plan caps access at three users, raising questions about how to efficiently manage multiple employees while ensuring secure receipt submission.

Addressing User Limitations

One potential solution is to investigate whether QuickBooks allows restricted access for additional users, enabling them to only add receipts to existing transactions. However, for a more robust and user-friendly experience, exploring dedicated receipt tracking software might be necessary.

Cost-Effective Recommendations

Here are a few budgeting-friendly software options that could simplify receipt tracking:

1. Expensify: This app offers a user-friendly interface for uploading receipts with mobile functionality, facilitating the expense approval workflow.

2. Receipt Bank: A powerful tool for scanning receipts and invoices, allowing employees to automatically extract key information.

3. Zoho Expense: A comprehensive expense reporting tool that integrates with various Accounting Software, including QuickBooks.

Conclusion

By transitioning to a digital receipt tracking system, small churches can save time and resources while enhancing financial oversight. It’s essential to choose software