Software recommendation needed – receipt tracking for a small-ish church.

Title: Seeking Efficient Receipt Tracking Solutions for Small Churches

In the world of financial management for non-profit organizations, finding the right tools for tracking expenses can significantly ease operational burdens—especially for small churches. With a team of 5 to 10 payroll employees who rely on credit cards linked to a master account, the goal is to streamline the process of receipt tracking and approval while maintaining a check against fraud.

Currently, the church employs a manual system whereby employees log into their Chase accounts at the end of each month, fill out worksheets detailing their expenditures, and attach receipts before submitting these documents for approval. This process, though thorough, is cumbersome and predominantly paper-based, which can lead to inefficiencies and potential errors.

To enhance this workflow, we are on the lookout for cost-effective alternatives that would integrate seamlessly with their existing systems. Ideally, a solution that allows employees to capture and upload receipts directly from their mobile devices would enable a more dynamic and efficient tracking process, similar to the functionality offered by American Express.

Although the church utilizes QuickBooks Online Plus for Accounting, it is important to note that their credit cards are currently not linked to the platform—only their bank accounts are. This raises questions about the best approach to connect receipt tracking with their Accounting Software. For instance, would QuickBooks require a separate user account for each employee, given that the Plus plan restricts usage to three users? Additionally, is it possible to configure these accounts in a way that limits access solely to receipt entry, without giving full access to the entire Accounting system?

As we explore affordable receipt tracking solutions, the aim is to ultimately simplify expense monitoring and enhance transparency. If anyone has experience with suitable software or tools that could fit this context, your recommendations would be greatly appreciated!