Selecting an Expense Reporting Solution for Your Church: Top 3 Considerations

Selecting an Expense Reporting Solution for Your Church: Top 3 Considerations


Church leaders in charge of tracking and resolving the organization’s expenses have a lot of factors to keep in mind. Things like summer camps, sponsored events, and fellowship activities all come with an array of expenditures that must be recorded, approved, and reconciled, and these processes can all take considerable time out of a church leader’s day.

For these reasons, it’s incredibly helpful to have an expense reporting solution in place to streamline these responsibilities and provide more time for church staff to serve the community. When seeking out a solution for your church, though, there are a few main considerations to make. Let’s take a look at what your institution needs from its expense reporting technology:

1) Real-Time Reporting

Whether staff members are at a store making a church-related purchase, at an event paying a vendor or another location away from the church, they must have a way to quickly and easily report their expenses. Advanced expense reporting solutions enable users to report spending from anywhere it happens, at any time.

The best part of this feature is that it means nothing falls through the cracks where expense reporting is concerned. As ChurchTechToday pointed out, real-time reporting can curb overspending as well as spending abuses, and keep your church on track and on budget.

“Expense reporting apps allow you to track expenses in real time and maintain closer control of spending without sacrificing convenience,” ChurchTechToday noted. “While your primary focus may be bringing in more members and donations, it’s important to regularly examine the budget.”

And with advanced expense reporting technology on your side, organizing the budget becomes much less of a chore.

2) Robust Credit Card Integration

Volunteers who serve the church are special individuals, but asking them to use their own money to support church activities can cause considerable strain. Volunteers then have to wait for reimbursement, and this delay could create problematic gaps in their own finances.

A better way to approach spending is with a credit card used in the hands of trusted staff and for church expenses only. Having a credit card makes it much easier for members and volunteers to make necessary purchases without having to stress about reimbursement.

These days, many churches prefer to use credit cards as a replacement for staff member or employee reimbursement. In order to make this work, however, your church’s expense reporting solution should be able to support credit card integration to streamline expense tracking. Expense reporting technology that enables credit card integration provides the most visibility and control for church leader cardholders and eliminates the need to manually match transactions with expense reports.

3) Training and Customer Support

Finally, church leaders must keep in mind the level of technological knowledge those using the expense reporting solution have. Even the simplest solution comes with a bit of a learning curve, and it’s important that church leaders and those in charge of managing expenses understand how to use the solution in order to glean the most value from it.

An often-overlooked consideration with expense reporting solutions is training and customer support. Your church needs a solution provider that will do more than just serve up software — church leaders should seek out a partner that can offer full support as well as training for users. This puts your church in the best position to make the most of its investment in its expense reporting solution.

Churches and religious organizations have specialized expense reporting needs, and finding a solution that offers real-time mobile capabilities, credit card integration, and customer support can significantly simplify expense management.

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