How It Works

From purchase to payment.
Simple for everyone.

Church Expenses App is designed around two roles — the volunteer who spends, and the finance administrator who approves. Here is how it works for each.

How Church Expenses App works — isometric illustration

For Volunteers & Staff

Claiming an expense

Five steps from purchase to payment confirmation. The whole process takes under two minutes.

Step 1

Download & sign in

Download the app from the App Store or Google Play. Sign in with your mobile number — no password needed. If your finance administrator has already added you, you'll be connected to your church's expense group automatically.

Step 2

Photograph your receipt

When you make a purchase on behalf of the church, open the app and photograph your receipt. You can also upload a PDF. If the receipt covers multiple items, you can exclude anything that shouldn't be claimed.

Step 3

Submit your claim

Add a short description of what you purchased and why. The app auto-detects the amount and currency from your locale. Confirm the total and submit — your finance administrator is notified immediately.

Step 4

Get notified

You'll receive a notification when your claim is approved, declined, or returned for changes. If changes are requested, you'll see the feedback and can edit and resubmit directly in the app.

Step 5

Receive payment

Once approved and paid, you'll be notified with the payment method and any proof of payment attached. If payment hasn't arrived after the expected window, you can raise a query through the app.

For Finance Administrators

Running your expense system

Set up once, then manage ongoing claims with minimal effort. The system does the organising — you make the decisions.

Step 1

Download & create your group

Download the app and sign in with your mobile number. This automatically creates your account and assigns you as the group organiser. Create a group that represents your church's expense system.

Step 2

Invite your team

Invite volunteers and staff by phone number or shareable link. Assign each person a spend limit and a brief description of what they are authorised to spend on. These act as guidance, not hard enforcement.

Step 3

Review incoming claims

When a claim arrives, you receive a notification in the app or via the web portal. Review the receipt photo, description, and amount. Approve, decline, or request changes with a single tap.

Step 4

Process payments

Approved expenses appear in your payment list. Export as a PDF or Excel file for your accounting system. Pay individually or in batches. Mark as paid, specify the payment method, and optionally attach proof.