Finding the Right Receipt Tracking Solution for Your Church

Managing finances can be a challenging task for any organization, and small churches are no exception. If you’re part of a church that employs a small team (5-10 staff members) who manage expenses through a shared credit account—specifically, the Chase Ink for Business—it’s essential to streamline the receipt tracking process for efficiency and accuracy.

Currently, at the end of each month, employees manually access their Chase accounts to complete a worksheet detailing expenses. This involves printing and attaching receipts—a method that is not only time-consuming but also prone to the risk of paperwork getting lost or misplaced. Approval processes require multiple levels of sign-off, all handled on paper, making it difficult to monitor for potential fraud effectively.

To alleviate these challenges, many churches are looking for more affordable, tech-friendly solutions that would allow employees to link their credit cards directly and upload receipts via their smartphones, akin to the functionality offered by American Express cards.

While your church currently utilizes QuickBooks for Accounting, utilizing the QuickBooks Online Plus plan presents its own set of limitations. As it stands, credit cards aren’t integrated into this system and only bank accounts are linked; moreover, the plan allows for only three users which could pose a challenge when trying to implement a receipt tracking solution.

Here are some considerations that might help you navigate these challenges:

1. Receipt Tracking Software: Look for affordable receipt management tools that integrate well with QuickBooks. Some popular options, like Expensify or Receipts by Wave, allow users to quickly snap photos of receipts and categorize expenses with ease.

2. Integration with Credit Accounts: Ensure the software can link seamlessly to your church’s credit card account, enabling real-time updates and less manual data entry. This will save time and reduce the potential for errors.

3. User Permissions: Check if the software allows for customizable user permissions. Ideally, staff members should have the ability to add and manage their receipts without accessing broader financial records or settings.

4. Cost Efficiency: Evaluate pricing structures carefully. Some services charge per user while others offer flat-rate plans, which could be more economical for your team.

5. Mobile Accessibility: Prioritize solutions that are mobile-friendly, allowing employees to manage their receipts on the go. This fosters a convenient and efficient workflow.

By adopting a more modern system for tracking receipts, your church can not only streamline its Accounting process but also enhance oversight and reduce the risk of fraud.