Streamlining Receipt Tracking for Small Churches: Seeking Affordable Software Solutions

If you’re involved in managing a church or any small organization with payroll employees, you may have encountered the cumbersome process of manual receipt tracking. This is particularly true for a small church with 5 to 10 employees who each have credit cards linked to a central account.

Currently, these employees log into their Chase Ink business account at the end of each month and fill out a spreadsheet detailing their expenses. This process requires them to print and attach receipts, submit the worksheet to the Accounting department for approval, and then pass it on for a second layer of approval, all using paper. While this method does help to monitor internal and external fraud, it can be quite time-consuming and inefficient.

To ease this burden, I’m looking for an affordable software solution that allows employees to link their credit cards and input receipts directly from their mobile devices—similar to how American Express cards operate.

The church also utilizes QuickBooks for its Accounting needs, specifically the Online Plus plan. However, the credit cards are not currently linked to QuickBooks, and the bank accounts are used instead. One concern I have is whether this system requires each employee to have their own account. Given that the Online Plus plan allows for only three users, I’m curious if it’s possible to restrict access so that employees can only add receipts to transactions without having full user privileges.

If anyone has recommendations for cost-effective receipt tracking tools that could integrate well with their existing software and simplify the approval process, your insights would be greatly appreciated!