Seeking Affordable Receipt Tracking Software for a Small Church

In today’s digital age, managing finances efficiently is essential, even for small organizations like churches. If you are part of a small church with a team of 5 to 10 payroll employees who hold credit cards linked to a central business account (for example, through Chase Ink), you may be interested in optimizing your receipt tracking process.

Currently, the procedure for tracking expenses is quite manual. Each month, employees log into their Chase accounts, compile their expenses into a worksheet, attach physical receipts, and submit these documents for approval. This process involves multiple rounds of paper-based approvals, which can be cumbersome and prone to errors. The overarching aim is to safeguard against internal and external fraud, while also ensuring transparency, though the primary focus may not be comprehensive record-keeping.

To enhance efficiency, a more streamlined solution is sought—one that allows employees to upload receipts directly from their smartphones, reminiscent of how American Express manages receipts. This would significantly reduce the paperwork burden and discrepancies that often arise from a manual system.

Moreover, the church is currently utilizing QuickBooks Online Plus for their Accounting needs. However, there’s a challenge: while bank accounts are linked to QuickBooks, the same cannot be said for the church’s credit cards. Though adopting QuickBooks for receipt tracking could be a solution, it may require separate accounts for each employee, and since the Plus plan supports only three users, this could be an obstacle. One might wonder if it’s possible to limit access so that employees can only add receipts to transactions without altering sensitive financial data.

If you’re familiar with any cost-effective software that integrates seamlessly with credit card accounts and provides a simple method for receipt management via mobile devices, your insights would be greatly appreciated. Let’s explore solutions that will help enhance financial oversight and streamline the expense tracking process for small organizations like ours. Thank you for your recommendations!