Filing church records

I need to know from church secretaries what filing system they use to file church correspondence, financial records, personnel records, etc. or can they recommend a website that would be helpful.

Thank you. I love the free accounting website. I have learned so much. Keep sending ideas and suggestions.

What filing system do you use? Got some tips and advice on this subject? Please post your answer or comment by using the "comment" link below. Thank you!

Comments for Filing church records

Click here to add your own comments

Dec 27, 2010
Financial Filing System
by: Diana

I use a very simple and easy system. Since, I use QuickBooks Online, if I am looking for a particular item, I can locate it and go directly to the manual file if need be.

I set my hanging files: Jan - Dec. The month tab is on the first hanging file along with a tab for Bank, next files in this order: Receivables, Payables, Reports, Other.

The manilla folders are labeled, i.e., Name of Church, January 2010 - Financials - Receivables. Each manilla file to be inserted into assigned hanging file. Takes little space this way.

The same is done for each category.

Payables: If I am writing a check, I separate the bottom of the check used in QuickBooks, attach it to a second copy printed from QuickBooks for the file and attach the receipts to it, it keeps the receipts in place neatly.

I hope this helps.

Feb 17, 2013
by: Anonymous

We have a small church (average 45 people) I have set up our files this way, but it depends on the size of your church as you may need more or less folders...
Church correspondence: folder by year (hanging) then month (manila)

Financial records:
year (cardboard thing) then by month (hanging) with the month folder having 3 folders:
1)Checks written folder (manila)-each check written has a disbursement form and filed in numeric order.
2)Bank statement and report folder (manila)-bank statements with balance sheet and reconcile also other reports run for council for the month
3)Offering folder (manila) these have the weekly donations with the envelope #'s only. The master with the names is kept in a separate file.

Personal records: by name (hanging) then year(manila)


Mar 03, 2014
by: Anonymous

How long do we need to keep bank statements , paid bills , ETC ?

Click here to add your own comments

Join in and write your own page! It's easy to do. How? Simply click here to return to Church Accounting FAQs.

If you want to DIY your payroll, I highly recommend you look at using Gusto! It is very user friendly and their support is awesome! Plus they know how to set up and maintain payrolls for churches and nonprofit organizations.

Note: I am a "partner" of Gusto, but as I have told you before ... I never recommend anything that we or our clients have not tried and love =)

Share this page:
Enjoy this page? Please pay it forward. Here's how...

Would you prefer to share this page with others by linking to it?

  1. Click on the HTML link code below.
  2. Copy and paste it, adding a note of your own, into your blog, a Web page, forums, a blog comment, your Facebook account, or anywhere that someone would find this page valuable.