Streamlining Receipt Tracking for Small Churches: Seeking Efficient Solutions

Managing finances in a small church can present several challenges, especially when it comes to tracking expenses and ensuring transparency. Currently, employees at the church—the number ranging from five to ten—use a manual process that involves logging onto their Chase accounts at the end of each month. They record their expenses on a worksheet, print out receipts, and submit this paperwork to the Accounting department for approval. This multi-step manual workflow raises questions about efficiency and the potential for errors or fraud.

In an effort to simplify and modernize this practice, I’m reaching out for recommendations on affordable software that can facilitate receipt tracking. Ideally, the solution would allow employees to connect their credit cards directly and submit receipts via a mobile application—much like the functionality offered by American Express cards.

The church currently employs QuickBooks Online Plus for their Accounting needs, but it’s important to note that their credit cards are not linked to the software; only bank accounts are integrated. While I realize that linking credit cards to QuickBooks is feasible, it poses the challenge of user limits, as the Plus plan permits only three active users. I wonder if it’s possible to set permissions that would allow individuals to only upload receipts without granting full account access.

Ultimately, the goal is to adopt a more streamlined process to enhance financial oversight, minimize paperwork, and reduce the potential for internal and external fraud. If you have recommendations for software solutions that meet these criteria and are budget-friendly, please share your insights!