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Finances

ChurchCRM includes comprehensive financial tracking for tithes, pledges, and gifts.

Note: Only users with Finance permissions can access financial features. See Users for permission details.

Step-by-step: Managing Donations​

Recording a Donation (Cash/Check)​

  1. Open the Family record for the donor.
  2. Scroll to the bottom and click Add a new payment.
  3. Enter Date, Amount, Fund, and Method (Cash, Check, etc.).
  4. Click Save.

Creating a Deposit Slip​

  1. Go to Finance → View All Deposits, then click New Deposit (top-right of the results card).
  2. Fill in the deposit Comment, Type (Bank, Credit Card, or Bank Draft), and Date in the modal, then click Add New Deposit.
  3. The page redirects to the Deposit Slip Editor (breadcrumb: Finance → Deposits → Edit Deposit).
  4. Click Add Payment to add each donation — the new payment form opens pre-linked to this deposit. Fill in Method, Fund, Amount, and a Family record, then save. Repeat for every payment in the batch.
  5. Click Generate Report to download a PDF bank deposit form.
  6. When the deposit is ready to be finalised, toggle the Closed status switch and click Save.

See Key Concepts below for pledge, payment, and deposit terms.

Key Concepts​

TermDescription
PledgeA promise of support - a planned donation of a specific total amount
PaymentAn actual donation by cash, check, credit card, or bank draft
Deposit SlipA batch of donations printed on a standard bank deposit form
Reminder StatementLetters reminding families of their pledge and payment progress
Tax StatementYear-end letters acknowledging donations for tax purposes

How do I enter a pledge?​

There are two ways in which pledges can be added:

From the Family View​

  1. When viewing a family, a link for "Add a new pledge" will be near the bottom of the screen.

  2. Enter the information

  3. click "Save".

Batch Entry​

  1. If you click "Save and Add" rather than "Save", the Pledge Editor will clear and prepare for another pledge entry.

  2. Select the next family making a pledge from the list, and fill in the rest of the pledge information. Continue to click...

  3. "Save and Add" until all the pledges have been entered.

How do I deposit donations?​

When a batch of cash and check donations is received, create a deposit slip in ChurchCRM so the donating families receive credit against their pledges and for tax purposes.

Cash / Check deposits (Bank type)​

  1. Create the deposit slip: Go to Finance → View All Deposits, then click New Deposit (top-right of the results card). Choose type Bank, enter a comment and date, then click Add New Deposit.
  2. Add payments: On the Deposit Slip Editor, click Add Payment for each donation. Fill in the payment method (Cash, Check, etc.), fund, amount, and donor family, then save. Repeat until all donations are recorded.
  3. Print the deposit form: Click Generate Report to download a PDF that can be printed on a standard bank deposit form.
  4. Finalise the deposit: Toggle the Closed status switch and click Save once the batch is packaged for the bank.

Credit Card / Bank Draft deposits​

For Credit Card or Bank Draft deposit types, the Deposit Slip Editor provides two additional buttons:

  • Load Authorized — creates payment records for all automatic transactions authorised as of today. Only transactions matching the deposit type (Credit Card or Bank Draft) are loaded; next payment dates are advanced automatically.
  • Run Transactions — submits the loaded payments for processing. Check the Cleared column on refresh; use the payment record to investigate any that failed.

After processing, click Generate Report for the PDF and toggle Closed to finalise.

Tip: See Deposits for bulk export, searching, and managing all deposit slips.

How do I enter a payment?​

Payments are very similar to pledges. There are two ways in which payments can be added:

  • From the Family View: When viewing a Family, a link for "Add a new payment" will be near the bottom of the screen. Enter the information and click "Save".

  • Batch Entry:

    1. If you click "Save and Add" rather than "Save", the Payment Editor will clear and prepare for another pledge entry.

    2. Select the next family making a payment from the list, and fill in the rest of the payment information.

    3. Continue to click "Save and Add" until all the payments have been entered.

How do I edit the QuickBooks Deposit Ticket Layout?​

The layout for most QuickBooks deposit tickets should nearly identical; however, differences in printers and deposit ticket providers may require you to adjust the position of various elements of the report.

  1. Go to Admin → Edit General Settings

    Admin (gear) menu

  2. Select the 'Report Settings' tab.

  3. Find the sQBDTSettings setting, and choose 'Edit Settings'

  4. Adjust the values for each setting according to our needs.

Finding and managing deposits​

The Deposits page (/finance/deposit/search) lets you search, filter, and manage all deposit slip records in one place. It replaces the legacy FindDepositSlip.php URL — existing bookmarks redirect automatically.

Key capabilities:

  • Filter deposits by date range, amount, fund, status, teller, or deposit ID
  • Select multiple deposits and export: bulk CSV (single file), or per-deposit OFX/PDF
  • Delete selected deposits in bulk
  • Add a new deposit directly from the page

See Deposits for full details.

Pledge Dashboard​

The Pledge Dashboard provides an interactive summary of pledges and payments by fund and by family for any fiscal year. It replaces the former Pledge Summary PDF report.

Go to Finance → Pledge Dashboard to open it.

Key features:

  • Fund Summary table — sortable/searchable breakdown of pledges, payments, overpaid, and underpaid per fund, with CSV/PDF/print export.
  • Family Pledges table — per-family, per-fund pledge vs. payment detail, colour-coded by completion.
  • Fiscal-year selector — view data for any past or current year.

See Pledge Dashboard for full details.

How do I add a new Donation Fund?​

  1. Go to Finance → Admin → Donation Funds.
  2. Use the on-screen editor to add, rename, or remove donation funds.