Finance & Accounting FAQ

Find answers to common questions regarding annual budgets, expense request approval workflows, and receipt audits.

What happens when a ministry budget is exceeded?

To prevent unplanned spending:

• Alert Flags: If a ministry coordinator logs an expense that exceeds their remaining allocated budget, the system flags the transaction with a Budget Variance Warning.
• Block Option: Admins can configure the platform to either block the transaction until budget adjustments are approved, or allow the entry but automatically route it to the parish board for review.
• Adjustments: Admins can adjust ministry allocations mid-year from the budget console.

Who can audit uploaded receipt files?

Due to the financial sensitivity of expense files:

• Restricted Access: Uploaded receipts, invoices, and bank match documents are hidden from general parish members, group leaders, and Sunday School teachers.
• Authorized Personnel: Only the parish Treasurer, designated Finance Administrators, and parish Priests hold permissions to open, download, or audit uploaded receipts.
• Security Logs: Every file download is recorded in the administrative audit log for accountability.

How do we set up multiple approval levels for expense requests?

For large expense requests, you can establish multi-step authorization:

1. Navigate to Accounting Settings > Approval Workflows.
2. Approval Tiers: Define thresholds (for example, expenses under $500 require Ministry Leader approval; expenses up to $2,000 require Treasurer approval; expenses over $2,000 require Priest approval).
3. Automatic Routing: Submitted requests are automatically routed to the correct approver’s queue based on the requested amount. The submitter receives status updates as each tier approves the invoice.

Can we manage multiple bank accounts and track transfers?

Yes. The platform supports multi-account tracking:

• Accounts Ledger: Register separate accounts for checking, savings, building funds, or petty cash.
• Internal Transfers: Log transfer entries to track money moving between accounts (e.g., transferring $5,000 from General Checking to the building savings account).
• Match Ledger: Reconciliation tools help match bank statement lines to the digital ledger entries.