Finding the Right Receipt Tracking Solution for a Small Church

Managing finances in a small church can be a challenging endeavor, especially when it comes to tracking expenses. Many organizations, like churches, need an efficient system to manage receipts and expenditures without incurring hefty costs.

Currently, our church employs a manual process for expense tracking that involves payroll employees (roughly 5-10 individuals) who each have credit cards associated with a master account through Chase (likely using the Ink for Business cards). At the end of each month, these employees log into their Chase account and meticulously fill out a worksheet detailing their expenses. They then print and attach accompanying receipts and submit the completed worksheet for approval within the church’s Accounting department—plus, a subsequent approval from another designated individual. This entire process is done on paper, aimed primarily at preventing both internal and external fraud rather than maintaining extensive records.

In search of a more streamlined solution, I’m looking for affordable receipt tracking software. Ideally, this tool would integrate with their credit card accounts, allowing employees to upload receipts directly from their smartphones. A comparable feature is seen with American Express card holders who can easily input expenses on the go.

The church currently utilizes QuickBooks for their Accounting needs, specifically the Online Plus plan. However, a limitation arises as their credit cards are not linked within the system; only their bank accounts are integrated. My initial thought was that linking the credit cards to QuickBooks might provide a viable solution, but there are questions about requiring separate accounts for each user, especially since the Plus plan accommodates only three users. Additionally, it’s essential to know whether there’s a way to restrict user permissions so they can only submit receipts without accessing other functionalities.

If anyone has recommendations for cost-effective expense tracking solutions that align with these requirements, your insights would be greatly appreciated!