The Best Church Accounting Software: What to Look For
Without your church treasurer, the church wouldn't keep its doors open for long!
But you also need the best church accounting software to meet their needs.
When looking for the best bookkeeping software for churches, here's what you should look for...
What to look for in Church Accounting Software
Managing church finances can be complex, especially for ministries juggling multiple funds, church events, and outreach programs.
Here are the 7 things to look for in church financial software:
1. Built Specially for Churches Needs
Many financial software platforms are designed for businesses and then adapted for churches. You need a program purpose-built for churches right out of the box.
When it comes to handling church finances, using software built specifically for churches makes a world of difference. Unlike general business accounting tools, church accounting software is designed to aid in ministry—things like fund accounting (*opposite of double-entry accounting best for your business), donation tracking, and managing other administrative tasks. A program that’s purpose-built for churches can provide all of these functions in a way that makes sense for ministry leaders and volunteers, making it easier to manage finances without jumping through hoops or relying on workarounds.
As a bonus, a church-specific software platform takes into account the volunteer-based nature of many church teams. Unlike business-minded tools, these programs are designed to be more user-friendly and straightforward, allowing even those with minimal to zero accounting experience to easily understand and use the software. This can be especially beneficial for smaller churches that may not have a dedicated financial team.
(*Double-entry accounting is like having two records for every financial move, so everything stays balanced. Imagine if every time you spent or received money, you made two notes: one for where the money came from and one for where it went. This keeps the financial records clear and helps spot any mistakes quickly. While it’s useful for detailed finances, most churches don’t need it for day-to-day budgeting or basic tracking since they mainly need to know what they’ve received and what they’ve spent.)
2. Easy Donation Tracking
Churches often rely on donations to fund their operations, so having a system that tracks and accepts donations with ease is essential.
It wouldn't make sense to track donations in one program and categorize expenses in another. Choose a program that includes both donation tracking and fund management together. Church accounting software should seamlessly integrate donation tracking with overall fund management, allowing you to record, categorize, and track donations in one place. This integration not only saves time but with easy donation tracking, your church can also streamline donor acknowledgment, to boost donations even more.
In addition, accurate donation tracking simplifies reporting and increases transparency with your congregation. Churches will need to provide donors with clear records of their giving for tax purposes. By choosing software that combines donation tracking and fund management, you eliminate the need for multiple programs, which reduces complexity and the chance for errors.
3. Comprehensive Financial Reporting
Accountability is the #1 most important reason to have church financial software. So it's important to use a platform that can generate the accounting reports you need.
Church accounting software should be able to generate detailed reports that help you track income, expenses, and designated funds. A platform with robust reporting capabilities allows your church to quickly produce reports for board meetings and member inquiries. These reports not only help you maintain accountability but also provide insights that can guide your ministry’s financial planning and stewardship.
Comprehensive reporting equips your church leadership to assess the success of programs and make informed budgeting decisions. With access to real-time financial data, you can evaluate how funds are being used and identify areas for improvement. Detailed reporting also builds trust with your congregation, as it demonstrates your commitment to transparency and effective use of resources. Look for software that offers various types of reports—such as income statements and expense summaries, budget comparisons, and fund balances—so you can keep your church finances organized and clear.
4. Budgeting and Fund Accounting
Tracking your income and expenses is only half the battle. Knowing where the money has been designated at your church is crucial. A fund-based program with easy budgeting is a must-have.
Budgeting and fund accounting features allow your church to set aside resources for specific purposes, whether it’s a building fund, outreach, or general operations. Church accounting software with these tools helps you plan for the future by setting budgets and tracking actual expenses against those budgets. Fund accounting ensures that each dollar is used according to its intended purpose, which is critical in maintaining the trust of your congregation.
Furthermore, budgeting helps churches stay financially stable and prepared for unexpected expenses. By keeping track of designated funds, your church can monitor the status of each ministry or project and adjust plans if needed. Budgeting also enables more strategic financial management, allowing leadership to prioritize based on the church’s mission and needs.
5. Affordable for Churches of All Sizes
Many church finance solutions are priced for larger congregations with big budgets, leaving smaller churches in the dust. You don't have to choose between overpaying or going without.
It’s essential to choose accounting software that provides top-tier functionality without an excessive price tag. Many church finance solutions are priced for larger congregations, which can make it difficult for smaller churches to access the same quality tools. Affordable software ensures that churches of all sizes can manage their finances effectively, regardless of budget constraints, helping them avoid the choice between overpaying or going without necessary features.
Affordability doesn’t mean sacrificing quality, either. The best church accounting software solutions balance cost-effectiveness with quality features. With an affordable tool, churches can allocate more resources to their ministries and outreach efforts, which is ultimately the goal of most ministries. Look for software providers who offer flexible pricing tiers so that even smaller churches can access a powerful accounting solution that fits their budget.
6. User-Friendly + Free Customer Support
Churches, especially smaller ones, may not have accountants on staff, which makes user-friendliness a must. But you don’t need to be a financial expert to create budgets, track expenses, or produce detailed reports. Choose a church financial software that doesn't require to be built by a CPA and an accounting degree to use it.
Financial software should simplify your work, not make it harder. Church accounting software that's intuitive and easy-to-use allows church staff or volunteers to manage finances without a steep learning curve. From creating budgets to tracking expenses, a user-friendly platform makes these tasks accessible to people of all skill levels, reducing the time spent on training and troubleshooting.
A user-friendly platform also increases the likelihood of consistent, accurate financial records. When team members find the software straightforward and easy to use, they’re more likely to use it correctly, which leads to fewer errors and better financial oversight. Look for software that includes customer support, helpful prompts, and straightforward reporting tools. This ensures that your financial operations run smoothly and that you’re able to focus more on ministry than on deciphering complex financial software.
7. Includes Other Church Management Features
Church finance is only one piece of the puzzle. Choose an all-in-one system that allows your staff and volunteers to manage every aspect of church operations in one place.
A well-rounded software should include other church management features that streamline all aspects of church administrative tasks. From managing member data to coordinating events, an all-in-one solution can save your church time and effort by centralizing various functions in one place. This integration allows teams to work more cohesively, ensuring that everyone has access to the information they need without duplicating work across different platforms.
Having an all-in-one system also makes financial management more contextual. When church leaders can access attendance trends, volunteer schedules, and donation data alongside accounting tools, they gain a more comprehensive view of church participation. Look for a church accounting software solution that seamlessly integrates with other church management software, enabling your team to work more efficiently and purposefully.
How ChurchTrac Can Meet Your Church Bookkeeping Needs
ChurchTrac stands above all other church finance programs.
Our program is designed specifically for churches. We've made it easy to manage funds, track donations, and produce financial reports that meet the needs of your ministry.
We designed the program for non-accountants, meaning volunteers or staff with no financial experience can manage your church's finances. It's accounting for everyone, not just accountants!
Also, we're the most affordable church accounting tool out there. For churches looking for an all-in-one management tool that prioritizes financial stewardship, ChurchTrac is easily the best choice.
Church Accounting Software for Churches FAQs
- What type of accounting do churches use? Churches and other nonprofits use fund accounting because it emphasizes accountability and transparency, which are more important than the profitability that for-profit businesses track.
- Why should we choose church-specific accounting software instead of regular software? Church software includes special features like fund tracking, donation management, expense tracking, and reporting for church accounting needs. It makes it easier to handle things like tithes and designated funds, which may not be as easy with general accounting software.
- What is fund accounting, and do we need it? Fund accounting is a way to keep track of money meant for specific purposes, like building funds or missions. It helps ensure each fund is used correctly and transparently. Churches often need this to show donors that their donations are used as intended.
- Can we use it to track donations and create giving statements? Yes! Most church accounting software allows donation tracking, making it easy to send giving statements to members at the end of the year. It’s a simple way to keep up with donor records and thank your supporters.
- Can we make reports for our board or congregation? Yes! Church accounting software usually includes reporting tools to help you share financial information with your board or congregation. You can make reports that show income, expenses, and progress on special funds. Built-in reports allow you to manage your church finances with ease!
- Is church accounting software easy to use? Look for software that has a simple start and is easy to learn, especially for volunteers and team members who may not be accountants. Good church software should have clear instructions, helpful guides, and customer support if you need help.
- How much does church accounting software cost? Prices vary depending on the size of your church and the features you need. Some programs offer basic plans that are affordable for small churches, while larger churches may need plans with extra features.
- Will this work for a small church? Absolutely. Many church accounting programs offer simple, affordable plans perfect for small churches. Look for software that can grow with your church if your needs change.
Choose the Right Accounting Software for Your Church
Having the right accounting software program can make all the difference. You need a solution that’s not only effective but also built with your ministry in mind. ChurchTrac offers a complete church finance platform that’s affordable, user-friendly, and designed for your church.
No offense to spreadsheets! But ChurchTrac simplifies your financial management, allowing you to focus more on ministry and less on spreadsheets.
Other Great Reads...