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

Streamlining Receipt Tracking for Small Churches: Seeking Efficient Solutions

Managing financial transparency and accountability in a church setting is crucial, especially when it comes to tracking expenses incurred by staff. A small church with 5 to 10 payroll employees is currently seeking a more efficient solution for receipt tracking. They have a system in place, utilizing a master credit account from Chase—specifically the Ink for Business card. Each month, employees log into their Chase accounts to manually compile their expenses on a worksheet, print out receipts, and submit everything to an Accounting individual for approval. This process requires dual approvals, all conducted on paper, which can be cumbersome and prone to error.

The primary objective behind this system appears to be the prevention of both internal and external fraud rather than meticulous records management. As such, the church is exploring a more modern approach to tracking receipts—ideally one that integrates directly with their credit card transactions and allows employees to upload receipts conveniently via mobile devices, akin to the functionality found in American Express services.

Currently, the church utilizes QuickBooks for Accounting, specifically the Online Plus plan. However, there is a limitation as their credit cards are not yet linked to the QuickBooks account; only bank accounts are connected. This raises a question: would it be feasible to use QuickBooks in this capacity? While the Plus plan accommodates only three users, could it be structured to allow users limited access solely for the purpose of recording receipts against their transactions?

If you have experience with receipt tracking solutions tailored for similar organizations, your insights and recommendations are highly valued. The ideal solution should strike a balance between affordability and functionality, facilitating a more efficient way to manage and monitor expenses while reducing paper trails. Any suggested software or systems that align with these needs would be greatly appreciated!