Going Digital: How MoneyMinder Supports a Paperless Workflow for Volunteer Treasurers

As Treasurer for your group, you play a critical role in managing finances and keeping track of all of the important files and information that comes with the territory. Traditionally, that involved a considerable amount of paperwork, from keeping track of receipts to filing away important documents.

However, in the digital age, the need for an efficient, paperless workflow is becoming increasingly essential. MoneyMinder is a game-changer for treasurers, offering a seamless solution that empowers them to access financial records without the hassle of paper documents.

Digital document storage in MoneyMinder

Treasurers can easily use MoneyMinder to digitize a wide range of documents, including:

• check images
• receipts
• statements
• deposit slips
• photos
• PDFs
• and more

Simply scan or take a photo of your document and upload it, to be accessed in the software whenever needed. Quickly access that receipt for expense reimbursement. Pull up an important financial statement during a meeting. MoneyMinder has you covered with an intuitive retrieval system to easily locate and access any document.

This added level of digital organization saves you time, supports a paperless workflow and can be especially helpful during tax time, audits or during monthly meetings.

Digital payment options

While there are some benefits to accepting paper checks, handling cash is increasingly messy (and risky). Adding the ability to accept digital payment options is a smart move for small nonprofits looking to increase convenience, streamline digital operations, and boost donations, dues and sales. Offering modern payment options helps instill trust in your organization.

One of the best options for digital payments is the MoneyMinder partnership with Cheddar Up, called the MoneyMinder Store. This powerful integration gives you access to Cheddar Up’s Team Edition—normally $48/month when paid monthly—completely free. That means you only pay standard platform and transaction fees when money is actually processed, making it a cost-effective solution for small nonprofits and volunteer-led groups.

Even better, you can choose to pass those transaction fees on to the payer, helping your organization keep more of what it collects (note that the 0.4% platform fee is always charged to your organization). With no app required for your members or supporters, you can easily create custom collection pages for everything from event tickets and membership dues to spirit wear, donations, sponsorships, and trip fees—all while keeping your finances organized in MoneyMinder.

MoneyMinder also supports connecting PayPal, Square and Stripe and Venmo to retrieve your transaction history for import into your account register in MoneyMinder. And while there is not a native integration, we also give you the ability to import transactions from Givebacks, Givebutter and Zeffy.

Digital reimbursement

Some processes die hard. We’ve noticed that this is the case with reimbursement, which often still involves printing forms, attaching physical receipts and mailing checks. A paper nightmare.

MoneyMinder’s reimbursement approval feature makes it easy to go digital, with customizable reimbursement request templates, a link to share with members, and approval rules that you can set to align with your bylaws. You can import these transactions and related receipts directly to your bank account register in MoneyMinder.

Membership & contact management

Keep an up-to-date database of everyone your organization works with—like volunteers, members, homeowners, parents, and contractors as you track accounts payable, receivable, status and contact information.

Bonus: if you use the Cheddar Up partnership mentioned above you can also collect user information, accept signatures and waivers, and create other pertinent forms that don’t require paper.

Electronic filing for federal compliance

If you are a 501(c)(3), then you must file a form 990 each year with the IRS. MoneyMinder makes it easy to file your 990-N, 990-EZ or 8868 extension electronically, with auto-fill for many fields.

An important note on physical copies and the IRS

While MoneyMinder does facilitate a paperless workflow, it is essential to note that for IRS and tax purposes, you should still hang on to those receipts and other critical financial documents. MoneyMinder does not replace the need to keep those paper files, but rather enhances your day-to-day life by digitizing and organizing them for easy retrieval.

Not just about convenience

Going digital isn’t just about convenience, it’s about creating a smoother, more sustainable way to manage your group’s finances. With MoneyMinder, your organization can maintain a living budget that you can update as income, expenses and needs change—eliminating the confusion of outdated spreadsheets.

Using a tool like MoneyMinder takes the guesswork out of each formula and what to do next in order to keep your group’s finances secure and accurate. Best of all, transitions between board members are simpler, because everything is stored in one place. No more digging through folders or passing around paper ledgers.