Finding the Right Solution for Receipt Tracking in Small Churches
In the management of financial records, small churches often face unique challenges, particularly when it comes to tracking receipts for expenditures made by payroll employees. For a church with around 5 to 10 staff members who utilize corporate credit cards connected to a master account, the quest for a more efficient tracking method is essential.
Currently, the process involves each employee logging into their Chase business account at the end of the month to manually complete a worksheet. They detail their expenses, attach the respective receipts, and then submit this documentation to the Accounting team for approval. This step is followed by a secondary approval process, which, as you can imagine, tends to be cumbersome and heavily reliant on paper.
The primary aim of this system appears to be the prevention of internal and external fraud, rather than comprehensive record-keeping. As such, the need for a more streamlined approach is clear.
What to Consider in a Receipt Tracking Solution
In search of an affordable solution, it would be ideal to find a platform that allows these employees to easily capture and submit receipts directly from their smartphones. A system that functions similarly to the American Express card management could simplify this process significantly.
Currently, the church employs QuickBooks for its Accounting needs, utilizing the Online Plus plan. However, this setup has its limitations; while bank accounts are linked, credit cards are not. Furthermore, the plan supports only three users, raising questions about the practicality of extending access for more employees. Also, it is crucial to determine if user accounts can be restricted to only adding receipts to transactions, thereby safeguarding sensitive information.
Next Steps
Exploring receipt tracking software that integrates with QuickBooks and offers mobile functionality would be a productive approach. This could enhance efficiency, reduce paperwork, and streamline the approval process while maintaining oversight against fraudulent activities.
The goal is to find a cost-effective and user-friendly solution that meets the church’s operational needs while providing ease of use for its employees. Any recommendations or insights on suitable software options would be greatly appreciated!
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