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

Streamlining Receipt Tracking for Small Church: The Right Software Solution

For many small organizations, efficient tracking of expenses is crucial, especially when it comes to ensuring transparency and preventing fraud. One such organization—a small church—continues to grapple with a cumbersome receipt tracking process that relies heavily on manual methods. Currently, five to ten employees utilize a shared Chase Ink business credit account, and at the end of each month, they manually compile their expenses into a worksheet. This includes logging into their bank account, filling out expenses, printing receipts, and eventually submitting everything for approval—all on paper.

The church aims to modernize this process by seeking affordable software options that would enable employees to easily manage and track their receipts through mobile devices, akin to the functionalities provided by American Express cards. Such a transition not only promises improved convenience but also enhances fraud monitoring capabilities.

While the church utilizes QuickBooks Online Plus for their Accounting needs, there’s an apparent gap in linking their credit card accounts within the software. Currently, only bank accounts are connected, and there’s uncertainty about whether each employee would require a separate account or how user restrictions work within QuickBooks. The Plus plan indeed limits them to just three users, raising additional questions about how to administer access, particularly if they only want those users to add receipts to transactions without having full control over the ledger.

As they look for potential solutions, here are a few considerations to streamline their expense tracking system:

1. Look for Integrative Solutions: Seek software that seamlessly integrates with Chase business accounts and offers mobile receipt capture, reducing the need for manual entry.

2. Explore User Access Options: Identify platforms that allow for granular user permissions so employees can only input receipts without access to sensitive Accounting information.

3. Assess Costs: Ensure that any chosen solution remains budget-friendly, particularly because operational costs for smaller entities like churches can be limited.

By exploring modern options that prioritize ease and efficiency, this church can significantly enhance its financial oversight while freeing its employees from the burden of manual paperwork. With the right tools in place, they can focus on their core mission rather than getting bogged down in administrative processes.