Church Expense Management System

Welcome to the new digital Expense Management System!

This system replaces the manual paper-based forms and the external Concur system, making it faster and simpler to handle church-related expenditures.

Why Google? Leveraging Technology for Ministry

We selected Google Workspace (formerly G Suite) and Apps Script as the backbone for our new workflow for efficiency, security, and sustainability.

Our Google Non-Profit Advantage

As a qualified non-profit organization, we utilize a special Google license that allows us to build powerful, custom applications like this expense system at no cost to the church.

By leveraging Google Forms, Sheets, and Apps Script, we are building a secure, internal, and customized solution that serves our specific needs without the expense of an external enterprise platform.

⚠️ To ensure maximum security and a seamless experience, all system users—including submitters, approvers, and administrators—MUST have a Google account.

  • Preference for Personal Gmail: We encourage members to use their existing personal Gmail account (@gmail.com) for access. This allows us to keep the number of official, church-issued Google Workspace accounts minimal, which is a key part of maintaining our non-profit license compliance and managing our IT resources effectively.

  • Alternative Signup: If you do not have a Gmail address, you can still easily sign up for a Google Account using your existing personal email address (such as Yahoo, Outlook, Hotmail, etc.). This allows you to meet the security requirement without changing your primary email provider.

Why Google Authentication?

  • Enhanced Security: Google handles robust user authentication and industry-standard security features (like two-factor authentication), protecting the system and sensitive financial data far better than a custom login system.

  • Streamlined Access: You won’t need to remember a new, separate password. If you are already logged into Google (for email, Drive, etc.), you will automatically have access to the forms.

  • Modern Platform: Using Google authentication allows us to leverage modern, integrated tools for forms, data collection, and workflow automation.

System Purpose

This system is used for three primary financial transactions:

  • Submitting Expenses: Reimbursement for personal funds spent on approved church activities or ministries.

  • Submitting Vendor Invoices: Processing invoices received from external vendors for payment.

  • Requesting Speaker/Guest Fees: Generating a cheque for an approved speaker or guest honorarium.

Get Started: Registration

All users who need to submit an expense, invoice, or fee request must first register to gain access to the forms.

[User Registration Form Link]

(Click here to register your account for system access)

Submit an Expense/Invoice

Once registered, use this link to access the main submission form. You will need to upload receipts, invoices, or supporting documents directly to this form.

[Expense Submission Form Link]

(Click here to submit your expense/invoice/fee request)

Process & What to Expect

The system ensures a clear, tracked, and timely approval process for all submissions.

Step Action Estimated Timeline
1. Submission Submit the form using the link above. You will receive an immediate confirmation email with a tracking number for your records. Instant
2. Approval The system automatically notifies your designated ministry head or budget approver for review. 1–3 Business Days
3. Processing Once approved, the Finance Team reviews the submission and prepares the cheque or initiates the direct deposit. 3–5 Business Days
4. Payment You will receive a notification email when your cheque is ready for pickup from the Church Office or when the funds have been transferred. Varies by payment type

📌 Note: For urgent requests, please contact the Finance Team after submitting the form and reference your confirmation number.

Admin Access (Finance & Approvers Only)

This section is strictly for authorized system administrators and designated ministry budget approvers.

[MCBC expense control]

(Click here to manage the expense/invoice system)

Need Help?

If you have questions about a specific form or the overall process, please contact the Church Finance Team at [IT support / Finance].

Scroll to top