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

Title: Streamlining Receipt Tracking for Small Churches: Affordable Solutions

Managing finances can be particularly challenging for small organizations like churches. With payroll staff often incurring expenses while carrying out their duties, an efficient receipt tracking system is essential. Currently, a local church grapples with a manual process that may be ripe for simplification.

Current Challenges

At this church, a team of 5 to 10 employees uses a shared credit card linked to a master’s account with Chase Ink for Business. At the end of each month, these employees log into the Chase platform to meticulously complete an expense worksheet. This involves detailing individual expenses and attaching physical receipts. Once finalized, this paperwork circulates for approvals—first to one Accounting staff member and then to another—for added oversight. While this process helps monitor potential fraud, it is cumbersome and relies heavily on physical documentation.

The Search for a Better Solution

The primary goal is to simplify this receipt tracking without compromising on security. One potential avenue is finding an economical solution that allows employees to link their credit card expenses and upload receipts directly from their smartphones—similar to the streamlined systems available with American Express cards.

Currently, the church utilizes QuickBooks for Accounting, specifically the Online Plus plan. However, the existing setup only allows bank account integration, not direct credit card linking. This brings into question whether it’s necessary for each employee to have an individual account to fully utilize this service. Moreover, the plan limits user access to three, which complicates things further if multiple users need access at varying levels.

Options for Consideration

1. Receipt Tracking Apps: There are several applications designed to seamlessly integrate with various financial accounts, enabling users to capture receipts on-the-go. Some apps allow bank feeds and can sync with QuickBooks, reducing the requirement for manual entry. Researching reviews and considering those with strong mobile capabilities would be beneficial.

2. QuickBooks Upgrades: Investigating whether upgrading to a plan that accommodates more users, or exploring add-ons that permit receipt functionality, could streamline expenses while retaining the existing Accounting Software.

3. Other Third-Party Integrations: Many businesses utilize external tools that specialize in receipt management and can integrate with QuickBooks, allowing employees to upload receipts directly and manage expenses efficiently.

Conclusion

Finding a budget-friendly and effective receipt tracking system is crucial for the church’s operations. By exploring alternatives that utilize modern technology to reduce paperwork and improve financial oversight, the church can continue to focus on its mission