Download the app
Search for "Church Expenses App" in the App Store or Google Play and install it. Open the app and sign in with your mobile number — no email address or password needed. You will receive a one-time verification code by SMS.
Tips
- You will need a mobile number that can receive SMS messages.
- The app works on iOS 14+ and Android 8+.
Create your church group
Tap 'Create a group' and enter your church or organisation name. Choose your default currency — this is what expense claims will be submitted in by default, though members can adjust this per claim if needed. Add a brief description of your expense policy if you have one.
Tips
- Your group name is visible to all members, so use the full name of your church.
- You can change the currency and settings later from the group settings screen.
Invite your team
Tap 'Invite members' and enter each person's mobile number. They will receive an SMS invitation. Once they accept, they appear in your members list. You can assign each member a spend limit — the maximum they are authorised to claim in a single expense — and a brief note on what they are authorised to spend on.
Tips
- Spend limits are per claim, not per month. You can set different limits for different roles.
- Members who have not yet accepted their invitation show as 'Pending' in your list.
- You can invite members in batches or one at a time.
Submit your first test claim
Before going live with your team, submit a test claim yourself to see what the volunteer experience looks like. Tap 'New claim', photograph any receipt (or upload a PDF), enter a description and amount, and submit. You will then see it appear in your admin queue for review.
Tips
- You can decline your own test claim once you have seen how it looks.
- This is the best way to understand what your volunteers will experience.
Review and approve claims
When a volunteer submits a claim, you receive a push notification. Open the claim to see the receipt photograph, description, amount, and claimant details. Tap 'Approve', 'Decline', or 'Request changes'. The claimant is notified immediately at each stage.
Tips
- You can add a note when declining or requesting changes — this is shown to the claimant.
- Approved claims move to your payment queue automatically.
Pay and confirm
Once you have approved a batch of claims, go to 'Payment queue' and export a payment list to PDF or Excel. Pay each person through your usual bank transfer process. Once paid, return to the app and mark each claim as paid — you can attach proof of payment if needed. The claimant is notified when their payment is confirmed.
Tips
- You can mark multiple claims as paid at once using the batch payment feature.
- All payment records are stored in the audit trail alongside the original receipt.
Setup questions
What if I make a mistake in the group setup?
Almost everything can be changed after setup — group name, currency, member spend limits, and policy notes. Go to Group Settings from the main menu.
Can I have more than one Finance Administrator?
Yes. You can assign the Finance Administrator role to more than one person. All Finance Administrators can approve claims, manage members, and export payment lists.
What happens when I hand over to a new Finance Administrator?
Go to Group Settings, select the new Finance Administrator from your members list, and transfer the group ownership. All history, settings, and pending claims transfer instantly. You can remain as a regular member or leave the group.
Can volunteers see each other's claims?
No. Volunteers can only see their own claims. Only Finance Administrators have visibility across all claims in the group.
What if a volunteer does not have a smartphone?
Expense claims must be submitted through the app, which requires a smartphone. If a volunteer does not have one, a Finance Administrator can submit a claim on their behalf from the admin interface.
Ready to get set up?
Join the waitlist to be first in line when the app launches. Or get in touch if you have questions before committing.