Annual Budgeting & Expense Approval Workflows

The Accounting module manages annual fund budgets, ministry expense entries, vendor invoice management, budget variance reporting, and multi-tier approval workflows.

1. Setting Up Annual Budgets

1. Navigate to Accounting > Budgets.

2. Click + Establish Fiscal Year Budget.

3. Enter Fiscal Year (e.g., 2026).

4. Allocate budget caps across funds and ministries:

   • Worship & Liturgical Supplies: $15,000
5. Sunday School & Youth Curriculum: $20,000
6. Building Maintenance & Utilities: $45,000
7. Charity & Poor Outreach: $30,000

8. Click Save & Lock Annual Budget.

2. Submitting & Approving Expenses

1. Ministry leaders submit expenses via Accounting > Expenses > + Submit Request.

2. Attach vendor receipt files or invoices.

3. The request appears in the approver’s queue:

   • Tier 1 (< $500): Ministry Leader approval.

4. Tier 2 ($500 - $2,000): Treasurer approval.

5. Tier 3 (> $2,000): Parish Priest / Board approval.

6. Approvers tap Approve & Schedule Payout or Reject with Comment.

3. Budget Variance Alerts

If a proposed expense exceeds the remaining allocated budget:

1. The transaction flags a red Budget Variance Warning.

2. Admins can either block the payout until a budget adjustment is approved or route the item for board review.