Keeping track of a church’s finances can feel like a daunting task, but with the right bookkeeping software, you can make it a smooth and organized process. From handling donations to generating financial reports, these programs make the entire accounting process manageable, whether you’re a small church or a large congregation. Below is the list of the best bookkeeping software for churches, starting with a surprise favorite—FreshBooks!
1. FreshBooks
When I first came across FreshBooks, I never thought of it as an ideal option for churches. But a friend who handles finances for a local non-profit raved about how simple yet powerful it is, and I figured, why not give it a try for a small church I was helping with bookkeeping? Surprisingly, it worked better than expected!
Key Features:
- Easy Invoicing: FreshBooks makes it simple to send out invoices for church events or rentals.
- Expense Tracking: Quickly categorize and track expenses for different church activities.
- Time Tracking: If your church manages paid staff or contractors, this feature helps you track billable hours.
- Reports: You can generate financial reports, like balance sheets and profit/loss, which help with transparency and budgeting.
Why It Works:
FreshBooks shines when you want simple, streamlined accounting. While it’s not designed specifically for churches, it does a fantastic job for smaller congregations or those with straightforward financial needs. The user-friendly interface makes it easy for volunteers or staff to use, and its robust features cover all the basics. It’s ideal for smaller churches that don’t need complex fund accounting but still want a reliable way to manage income and expenses.
2. Aplos
Aplos is a big name in the world of church accounting software, and for good reason. I learned about Aplos from a church that needed advanced fund tracking to manage their different ministries and outreach programs. They needed to keep the finances of each project separate, and Aplos fit the bill perfectly.
Key Features:
- Fund Accounting: Separates income and expenses based on projects or ministries, essential for churches.
- Donation Tracking: Links donations directly to specific funds or causes.
- Online Giving Integration: Helps set up online giving options that directly link to your accounting.
- Automatic Reports: Create financial reports quickly, including contribution statements for donors.
Why It Works:
Aplos is built for non-profits and churches, so it understands the need for transparency and fund management. Its comprehensive reporting system makes it a great choice for churches that need to provide financial transparency to the congregation or board.
3. PowerChurch Plus
PowerChurch Plus is another solid option for churches looking to manage both their finances and membership records in one place. I heard about this software from a mid-sized church that needed help managing member contributions, attendance, and financials all in one. The combination of financial and administrative tools really helps.
Key Features:
- Membership Management: Track attendance, member details, and contributions.
- Fund Accounting: Manage finances for different ministries or outreach programs.
- Pledge Management: Great for keeping track of donations, especially during fundraising campaigns.
- Custom Reporting: Generate specific reports based on your church’s unique needs.
Why It Works:
PowerChurch Plus excels if you need both administrative and accounting tools. It’s a bit more complex but offers everything a church might need to manage its community and finances effectively.
4. QuickBooks Online (Non-Profit Version)
I’ve used QuickBooks personally and can attest to its power and flexibility. When I helped a large church transition to the non-profit version of QuickBooks, it was a game-changer for tracking multiple funds and generating detailed reports. It also helped streamline payroll and billing for church staff.
Key Features:
- Fund Accounting: Easily manage finances for different ministries or outreach programs.
- Donor Management: Generate contribution statements for donors, perfect for tax time.
- Integration: Works well with other apps, like payroll services, budgeting tools, and more.
- Online Payments: You can track pledges and accept donations directly through the software.
Why It Works:
QuickBooks is widely known and trusted. If your church already has a complex structure with multiple funds, ministries, or activities, QuickBooks Online will handle it without issue.
5. ChurchTrac
ChurchTrac is another affordable and easy-to-use option for smaller churches. I remember talking to a pastor from a rural church who was overwhelmed with the complexity of other programs, but ChurchTrac’s simple setup and affordable price won them over.
Key Features:
- Budgeting: Manage your church’s budget with straightforward tracking.
- Donation Tracking: Track individual donations and link them to specific funds.
- Event Scheduling: Plan and manage church events, which is a handy addition.
- Member Management: Keep track of member involvement and contributions.
Why It Works:
ChurchTrac is a fantastic low-cost option for smaller churches or those on a tight budget. It’s straightforward but includes key features you’ll need to keep your church’s finances on track.
6. Realm
Realm is an all-in-one church management software that goes beyond simple bookkeeping. When a growing church I know started struggling with managing member engagement while keeping the books balanced, Realm offered them the solution they needed. It not only handled accounting but also improved communication with their congregation.
Key Features:
- Fund Accounting: Manage funds for different ministries or church activities.
- Donor Management: Tracks donations and generates year-end contribution reports for tax purposes.
- Mobile App: Stay connected with members via the mobile app, which also gives them access to their giving history.
- Communication Tools: Send out mass emails or texts to the congregation directly from the platform.
Why It Works:
Realm is ideal for larger churches that need a full suite of tools for both finances and member management. It’s a bit more expensive but worth it for congregations that need to manage both communication and accounting.
What to Look for in Church Bookkeeping Software
1. Ease of Use
You’ll likely have volunteers or staff with limited accounting experience using the software. Prioritize ease of use and simplicity.
2. Fund Accounting
Churches often need to manage multiple funds for different ministries or programs. Look for fund accounting to keep these finances separate.
3. Donation Tracking
Your software should easily track donations and generate reports that can be shared with donors.
4. Reporting
You’ll need to generate financial reports for church leadership and members, so the software must have a robust reporting system.
Comparison Table for Quick Review
| Software | Best For | Key Features | Price Range |
|---|---|---|---|
| FreshBooks | Small churches, simple needs | Easy invoicing, expense tracking, reports | Starts at $15/month |
| Aplos | Small to medium churches | Fund accounting, donation tracking, payroll | Starts at $39.50/month |
| PowerChurch | Churches needing membership tools | Member management, pledge tracking, custom reports | One-time fee of $395+ |
| QuickBooks | Larger churches with complex needs | Fund accounting, donor reporting, integration with payroll | $30+/month |
| ChurchTrac | Small churches on a budget | Budgeting, donation tracking, member management | Starts at $5/month |
| Realm | All-in-one church management | Accounting, member communication, mobile app | $29+/month |
Final Recommendation
If your church has relatively straightforward bookkeeping needs, FreshBooks is a fantastic choice for its simplicity and ease of use, especially for smaller congregations. However, if you’re looking for a church-specific solution with robust fund accounting, Aplos would be my top pick. For larger churches needing a more integrated approach to member engagement and finances, Realm is the way to go.
Whichever software you choose, it’s essential to find one that fits both your church’s size and financial complexity. Consider starting with a trial of one or two options to see what feels right for your team.