I just came across this one the other day. If you have a lot of expenses you need to keep track of (taking volunteers out to lunch, purchases for events, mileage, etc.), then you may want to try out Xpenser. It is an application that works through your mobile phone (if you get email on your phone). You can track expenses by sending an email, SMS, or placing a call to Xpenser. It then organizes them in the Xpenser online database which easily allows you to organize and download all of your expenses.

Church budgets always seem to be tight no matter what the state of the economy. However, if you can prove to those in your church that you are budget-minded and tenacious at being frugal with church resources, they may just crown you as the King or Queen of Savings! Here are a few tips across the various areas of your ministry that can save you money:

Events

• Get several quotes from equipment providers (buses, inflatables, t-shirts, entertainment). Getting a few quotes takes a couple of extra minutes and you can often save hundreds of dollars. When I came to Grey Stone, I did this and cut the VBS t-shirt budget in half!
• Partner with other ministry areas to slice the costs in half. We did this for a volunteer banquet. The education ministry and children’s ministry did a somewhat joint thank you banquet for our volunteers. We got a better deal on the food (b/c of volume) and we split the entertainer fee.
• For camps or events that require parents to pay for their kids, many of us build a portion of this into our budget to subsidize the one’s who can’t afford it. I have found that a simple announcement in the bulletin explaining the need for scholarships draws a good bit of money. I explain exactly what it would cost to send one kid to that event so they have a concrete figure. I also have several “givers” in my contact list who have been very gracious in the past that I can call on for assistance. Try this one for extra camp spending money for needy children too!

Large Projects

• Sit down for 20 minutes and brainstorm about volunteers who can help you get the project done. We did a $10,000+ renovation project for our elementary worship room for around $5000 b/c of volunteers in our church who did things for free or at cost.
• Do the work yourself. Plan on spending 60-70 hours a week at church over those 2-3 weeks and show the church some hard work ethic!
• Schedule volunteer “work days” to help get the grunt work of large projects done. Schedule them at key times in the project plan and on days and times which working people are easily available.

Curriculum

• Use free curriculum, especially for short run programs, like Wednesday nights in the summer, or for Christmas/Easter lessons. Go here to find out about links to many of these free curriculum resources. Another great resource for this is Open from LifeChurch.
• Partner with a local sister church to alternate the sharing of curriculum. This would cut your budget in half. Even with dated curriculum, a few tweaks would make this very doable.
• Have teachers meet weekly to discuss their resource needs. They may find that someone else has what they were going to ask you to buy the next day!

Consumable Resources

• Three times a year, make a wish list known of items needed for your nursery or resource room. Put this list in your bulletin or newsletter. Want to make it even more successful, have some adult Sunday school classes adopt a particular area of “resource needs” and do a two week drive toward the end of the summer to get ready for the new school year.
• Steal them. Just kidding…I wanted to see if you read this far!
• Cut out the amount you feed children at church and have a rotation of families provide that snack or breakfast.
• Buy wholesale. Get a Costco, BJ’s, or Sam’s membership. You really do save a ton on things like cookies, cups, napkins, and plates there.
• Lock the snacks up so the youth don’t eat them!

Recently, I found out about a very nifty tool for the technological generation of parents that we serve. It’s called “Zefty” and is an online way for parents to help their children manage their allowance. They say they may add premium features down the road, but for now, everything is free. Here’s how the site describes its service:

1. Parents set up virtual accounts for their kids
2. Allowances can be automatically deposited
3. Parents manage withdrawals and deposits
4. Kids can print out ZeftyChecks to take to their parents
5. Kids can use ZeftyCalc to see how long they will have to save for purchases
6. Parents can use ZeftyCalc to find a reasonable amount for their allowance

Essentially, the parent is the bank branch with the actual money and Zefty operates as the online banking system. Obviously, the service will only work in a setting with older kids who can read and proficiently operate a computer. My daughters are preschoolers so we are resigned to giving them 4 quarters a week with one going to “Jesus.” Hopefully as they get older we’ll be able to use this site to teach them about Christ-centered financial management.

So your budget’s tight right? Well, Yahoo! has a nice little way to earn some extra bucks for your ministry. It is called GoodSearch. First, you have to register your ministry (non-profit) with them. Then they send you an email telling you if it was approved or not. Next, you start searching! Basically, you use GoodSearch to do your internet searching and each time you make a search, you earn $.01 for your ministry. Here’s an excerpt from their about page:

“GoodSearch is a search engine which donates 50-percent of its revenue to the charities and schools designated by its users. It’s a simple and compelling concept. You use GoodSearch exactly as you would any other search engine. Because it’s powered by Yahoo!, you get proven search results. The money GoodSearch donates to your cause comes from its advertisers — the users and the organizations do not spend a dime!”

I promoted it in several of my newsletters and asked the parents in my ministry to make it their main search page. If you can get 200 people to do this by making an average of one search per day, you can make $730/year for your ministry! They cut checks once per year in the Fall, just in time when you need end of the year money!

I have found that their searches are not quite as accurate as Google, so it is not the best site for specific internet research. It also is not as comprehensive as Google at image and video searches. Nevertheless, it can be a quick and easy source for extra revenue!