Streamlining Receipt Tracking for Small Churches: Seeking Recommendations

Managing expenses efficiently is essential for any organization, including small churches. One area that often requires improvement is receipt tracking for church staff who have access to a shared credit account. Many churches, like the one in question here, currently rely on a cumbersome process that involves manually logging expenses, attaching physical receipts, and obtaining multiple approvals—all done on paper. This method can be both time-consuming and prone to errors, so finding a more streamlined solution is key.

The Current Challenge

In this particular church, there are approximately 5 to 10 payroll employees using a Chase Ink business credit card linked to a master account. At the end of each month, these employees log into their Chase account and fill out a detailed worksheet to document their expenses. This includes printing out receipts and submitting everything to the Accounting staff for review. The final step involves another layer of approval before the expenses are finalized. While this procedure aims to prevent fraud, it is not the most efficient system for managing expense records.

Seeking an Efficient Solution

To enhance the existing process, the church is looking for an affordable digital alternative that allows employees to input their receipts directly from their mobile devices, similar to how American Express offers functionality for its cardholders. A more modern approach would not only save time but also reduce reliance on paper, making the expense tracking process more straightforward and efficient.

The church uses QuickBooks Online Plus for Accounting, but currently, their credit card transactions are not integrated with this system—only bank accounts are linked. This raised a few questions on the potential of using QuickBooks for expense management. Specifically, could it be possible to have each employee create their own account that provides sufficient access to log receipts without compromising overall system security? Additionally, since the Plus plan accommodates only three users, would it be feasible to configure accounts that allow employees to enter receipts only?

Looking for Recommendations

In light of these challenges, we’re reaching out to the community for advice. What cost-effective solutions do you recommend for receipt tracking that could integrate with existing Accounting systems like QuickBooks? Are there apps or software that provide the necessary functionality for small organizations? Your insights could play a crucial role in helping this church transition to a more efficient expense management system. Thank you in advance for your suggestions!