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

Streamlining Receipt Tracking for Churches: Seeking Affordable Solutions

As churches focus on their core mission, the complexities of financial management can often become a burden. For a small church with around 5 to 10 payroll employees, the process of tracking receipts can quickly become inefficient. Currently, employees must navigate the cumbersome task of logging into a Chase account, filling out worksheets, and managing hard copies of receipts for expense approval. This process not only consumes valuable time but also increases the potential for errors and fraud.

Given the church’s current framework, which involves a master credit account, there is a pressing need for a solution that enhances efficiency. Ideally, we are seeking an affordable tool that allows employees to link their credit cards, enabling them to easily submit receipts through their mobile devices—similar to the user-friendly systems offered by American Express.

The church currently utilizes QuickBooks for Accounting purposes, specifically the Online Plus plan. Unfortunately, the integration isn’t seamless, as their credit cards are not directly linked; only bank accounts are connected. While QuickBooks does offer various functionalities, there are limitations regarding user accounts—particularly with regard to the number of users permitted on the Plus plan, which caps at three.

To move forward, it is essential to explore options that will allow for better tracking and accountability without overwhelming the church’s budget. Potential solutions should offer the following:

1. Mobile Receipt Submission: Employees should be able to capture and submit receipts from their smartphones easily.

2. Linkage to Credit Card Accounts: Ideally, the system would provide a direct connection to the church’s existing credit card accounts for real-time tracking.

3. User Management Features: The ability to manage user permissions is crucial. It would be beneficial to restrict access so that users can only input receipts related to their transactions without having full account capabilities.

4. Affordability: As a non-profit, keeping costs low is paramount. We need a solution that is budget-friendly while still meeting our needs.

If you have recommendations for software or apps that fit these criteria, we would greatly appreciate your insights. Your input could help streamline our processes, improve financial oversight, and ultimately support our church in fulfilling its mission!