Church Software

When it comes time to buy software for your church, what do you do? One option is to ask others whose ministry is similar to yours what they are using and how they like it. Another option is to consult church magazines and church management organizations. However, not all ministries are the same and not all churches are the same. Therefore, the following ideas may be helpful.

A first step is for the accounting department (and church elders) to take a long hard look at the functions the church requires and decide exactly what packages are needed in the church. Many software companies offer different modules such as membership, mailing lists, accounts receivable and payable, payroll, check printing, vacations, donations including on-line donations, expenses, and invoicing. Even if all of these functions are desired, it may be that costs necessitate prioritizing.

Another factor to be considered is the number of workstations each ministry needs. Small churches may need only one work station while larger ones need two or more for smooth operations.

A third factor to be considered is compatibility. Even if the church elders decide that the budget won't cover all of the software in the current fiscal year, decisions should be made about the modules needed so that budgets can be planned and compatibility assured. Compatibility is important since old records may be stored on volunteers' home computers which may or may not be compatible with the new system. The service provider may be able (for a fee) to convert old records to the new format or it may be included in the program.

A final consideration is training and support from the vendor. Frequently, helpful features of accounting software are not used because the staff is unaware or unable to use all the features provided with the modules purchased by the church. While volunteers are usually helpful, they may not be well acquainted with the software purchased for the church, so support staff from the vendor becomes indispensable. Too, it is very important that features such as annual updates are included in the packages to keep the modules working without a hitch.

Off-the-shelf products may not be what your ministry is looking for when it concerns your accounting. As church accounting becomes more complex, it becomes more important to evaluate products from the viewpoint of added value. With products designed for your church's specific needs, it is easier to see not only how the money has been spent, but to inform the congregation of the value created from the donations. By explaining the impact the donations are having on the mission of the church, the donors are more satisfied and feel that their contributions have led to the church being able to successfully complete its mission.