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

Streamlining Receipt Tracking for Small Churches: Seeking Recommendations

Managing finances in a small church can often become a daunting task, especially when it comes to tracking expenses. Many churches, such as the one I’m currently working with, face challenges in maintaining a clear and efficient system for receipt tracking. Our congregation has a dedicated team of 5-10 employees who have credit cards associated with a central account (utilizing Chase Ink for business).

At present, the process for logging expenses is quite manual and cumbersome: at the end of each month, employees log into their Chase accounts, fill out a detailed worksheet noting their expenditures, and attach printed receipts. This paperwork is then submitted to the Accounting department for review and further approval, all in a traditional paper format. While this method serves its purpose, it is evident that it presents significant opportunities for improvement, particularly in preventing both internal and external fraud.

I am on the lookout for a user-friendly and cost-effective receipt tracking solution that integrates seamlessly with their existing Chase credit card accounts. Ideally, I’d like to find an application that allows employees to quickly upload receipts from their smartphones, similar to the functionality offered by American Express cards.

Currently, the church utilizes QuickBooks for Accounting purposes, and they are subscribed to the Online Plus plan. However, there is a limitation: although bank accounts can be linked, credit cards cannot, which complicates tracking. My initial thought was that integrating the receipt tracking solution with QuickBooks could simplify the process, but I have concerns about user restrictions since the Plus plan only supports three active users. I would be eager to learn if it’s possible to configure accounts where users can solely add receipts to transactions without gaining broader access.

If anyone has recommendations for affordable software solutions that align with our needs, I would greatly appreciate your input. Your insights could significantly enhance financial oversight in our church’s operations, allowing us to focus more on our mission and less on manual paperwork. Thank you in advance for your suggestions!