Streamlining Receipt Tracking for Small Churches: Seeking Effective Solutions

In the quest for efficient financial management, small churches often encounter challenges related to tracking expenses and managing receipts. Recently, a church with a small team of 5-10 paid employees using a master credit account through Chase-Ink has been navigating a somewhat cumbersome manual process for expense reporting. Currently, at the end of each month, employees log in to their Chase accounts and meticulously complete a worksheet that details their expenditures, attaches printed receipts, and submits this documentation to the Accounting team for approval. This two-step paper approval process can become tedious and is primarily aimed at monitoring for potential fraud rather than maintaining detailed records.

To enhance their financial oversight, the church is in search of an affordable solution that simplifies receipt tracking. Ideally, they would like a system that allows employees to easily link their credit cards and submit receipts directly from their smartphones—similar to how American Express cards facilitate receipt management.

While the church already utilizes QuickBooks for their Accounting needs, they face limitations since their credit card accounts are not yet integrated into the system, only their bank accounts are. The church is currently on the QuickBooks Online Plus plan, which accommodates a maximum of three users. This raises the question: Is it possible to create additional user accounts that restrict access strictly to receipt submission?

If you have experience with cost-effective receipt tracking options for churches or suggestions on how to maximize their use of QuickBooks for this purpose, your insights would be invaluable. Let’s work together to find a solution that helps streamline their processes and promotes better financial accountability!