There are two basic types of accounting software, desktop and cloud based.  Many churches purchased desktop versions of software many years ago and are still using them without issue today. 

We are called to be good stewards of church finances. Software upgrades are likely not on most pastor’s radar. 

Why fix what doesn’t appear to be broken?

Think of it like this. You bought a work truck for your church many years ago and you use it weekly to move heavy equipment around. It’s old and has a lot of miles on it, but it still gets the workdone.  It’s a stick shift and you have to lift items up over your head and into the cargo area.

A local car lot has new trucks for sale.  They are sleek, have automatic transmissions, have liftgates, and get much better gas mileage. Anyone can drive them.

Would investing in a new truck be a smart investment for your church?

It is the same with desktop and cloud-based software.

Here are some of the reasons why:

Cost:

Desktop users likely paid a large software purchase price and continue to pay yearly licenses fees for every computer that has the software installed.  Cloud based software might include a one time set up fee plus a monthly access fee.  Monthly fees may concern some pastors, but the costs may be very similar to or even cheaper than desktop when you consider all the license and update fees included with desktop versions.

Accessibility:

Desktop software is generally tied to only one or two computers in an office.  You can only access it from those locations.  This can work but makes it almost impossible for work to be done remotely.  It can also make have secondary locations complicated.  Teams at a second campus could not access the financial software.  Cloud based teamscan work together from multiple locations, all at the same time.

Updates:

Desktop versions do not automatically update their software.  They must be manually done to each computer.  Team members may be unaware of upgrades or decide not to mess with them, creating opportunities for processing issues.  Cloud versions usually update automatically on all devices.

Productivity:

Teams can also save time with automated accounting processes offered by cloud-based software.  Most cloud-based platforms can communicate directly with bank accounts, credit card accounts, and other software platforms.  Transactions can automatically download and be classified. Desktop software doesn’t automate well usually and often requires someone to download, designate, and important transactions, creating extrawork.

Support:

It is much easier for software support teams to help with issues because they can dial in and see exactly what the software user has on their screen.  Problems with desktop versions often involve users trying to describe issues they are having.

Backups:

Desktop versions require users to run or schedule backups.  This can be risky.  What if they neglect to do so?  What would you do if the computers your data was stored on burned up in a file?  Cloud based software backs up instantaneously onto multiple servers.  Data is always safely stored.

The Future:

It is likely that desktop software providers will offer less and less support as more and more organizations move towards cloud based software.  Cloud based software will continue to offermore options and better support.

Cloud based software offers so many advantages that it makes sense to migrate from desktop.  We take calls all the time from churches that desperately need help with bookkeeping and payroll.  Quite the first step is to lead them through a desktop to cloud based transition.  That is tough if you don’t have someone onsite that understands the software!

The time to transition is now!  Don’t wait until you are in a critical situation, or your desktop supplier stops offering support.

Take advantage of all the benefits of cloud-based software while also being prepared in case outside help with bookkeeping and payroll is ever needed.

It’s time to park the old truck behind the barn and kick thetires of one of the new trucks down at the lot!