Descriptions for the

NFP Accounting Packages

The following services will be provided for Not for Profit Organisations using

Benkorp Management Services.

Simply read the Descriptions here about these services, and then complete an Order Form for the services that you require. 

Subscriptions

 XERO ACCOUNTING SYSTEM SUBSCRIPTION

A Xero subscription provides you with access to your church’s Xero Accounting system.

Features:

  • unlimited number of users
  • each user has access to functions per agreed permissions
  • best for each user to use their personal email address (not as church general email address) because each access is personal and not available to anyone else. No sharing of personal access. A personal login allows the person access to all Xero organisations where they have authorised login.
  • employee portal for personal access to employment pay and leave records

The subscription amount is based on the number of employees paid in a month through your church’s payroll on Xero

Note: When you are not using Xero Payroll the number is 0.

 

Xero subscriptions are payable monthly in advance, and will be billed by Benkorp to your Church.

Payroll employees

0-2

3-5

6-10

11-20

20-50

Monthly Subs $

45

59

68

82

114


EXPENSES APP SUBSCRIPTION

The Xero Expenses App on your phone offers organisations a more efficient way to manage expense claims.

The Expenses App facilitates the submission of expenses by employees, volunteers and others whom the church reimburses directly for their spending on behalf of the church.

 

How the Expenses App works:

  • the claimant enters details of their claim including scan-copies of relevant tax invoices and other docs
  • then, submit their claim, linked to your Xero accounting system, for easy processing of expense claims
  • a person entitled to authorise the claim will approve/disapprove the Claim
  • admin/bookkeeping team arrange payment of the approved expense claims

Benefits:

  • Faster expense capture
  • iOS and Android apps
  • Simple and intuitive workflows
  • Greater insights and powerful analytics
  • Simplified processes and workflows, accurate recording in accounts system

Expenses App subscriptions are payable monthly in advance, and will be billed by Benkorp to your Church:

$5 per user

Xero Set Up

The setup process has 7 easy steps:

  1. Simply, you read the Descriptions here about the services available
  2. Complete an Order Form for your Xero Package and include any Additional Services that you require.
  3. After this, Benkorp will respond to your Order with a Request for Details form asking for the relevant information about the accounting and bookkeeping of your church to inform the background of the Xero setup specifically for your church.
  4. When the setup is completed Benkorp will send you an invitation to access the Xero system of your church.
  5. You accept the Invitation. Then you are ready to start your training and/or continue to customise the Xero for your church and proceed with bookkeeping activities
  6. Reference to “Church Standard Chart of Accounts”, means your denomination’s standard CoA or Benkorp’s general church standard. The standard CoAs are current and have been developed over many years of working with churches and denominations.
  7. Additional special setup service for Payroll

 

There are 4 setup Packages to choose from:

1 BASIC XERO SETUP FOR LOCAL CHURCHES

  • use the Church Standard Chart of Accounts
  • basic Tracking Category set up for separate reporting, such as departments, ministries, properties, activities, events, missions
  • payroll basic setup, including a minister’s basic pay setup
  • assistance to set up automatic bank feeds (or export-import for non-complaint banks)

Basic setup fee: $395

2 BASIC-PLUS XERO FOR LOCAL CHURCHES

  • use the Church Standard Chart of Accounts
  • basic Tracking Category set up for separate reporting, such as departments, ministries, properties, activities, events, missions
  • assistance to set up automatic bank feeds (or export-import for non-complaint banks)
  • opening balances entered, mapped from your previous chart of accounts
  • customise a Basic Sales Invoice format

BasicPLUS setup fee: $595

3 MIGRATE EXISTING MYOB DATAFILE TO XERO

  • migrate up to the past 2 years transactions from 1 x MYOB to Xero (depends on last “rollover” date)
  • make necessary adjustments to complete Xero Setup
  • See notes here for more details: Migrate from MYOB to Xero FAQs

Note: A datafile Migration may not be the best approach for all churches with existing MYOB datafiles. This will be determined in discussion with Benkorp on a case-by-case basis:

Migrate one existing PC-MYOB file to Xero fee: $495

Migrate one existing Mac-MYOB file to Xero fee: $695

4 CONVERT EXISTING XERO DATAFILE TO THE STANDARD

  • convert your current church Xero system to the Church Standard Chart of Accounts
  • includes conversation with your liaison person to confirm mapping (max 45 mins)
  • make adjustments to existing accounts eg Journals if required
  • review and correct Advanced and Organisation Settings as necessary

Convert one existing Xero file to Church standard setup, fee: $300

SET-UP PAYROLL SERVICE

There is a special setup service for Payroll

This is for a church who prepares any payroll locally:

  • the basic payroll facility is included in the
  • Xero Basic and BasicPlus Setup packages
  • migration from MYOB
  • setup additional employees using the Benkorp payroll forms:
  • employee all details
  • payroll
  • payroll benefits
  • carried forward balances

Fee for each additional employee: $60 per employee

 

Training Options

Training with Benkorp is specifically focused for churches.

  • examples of transactions, activities and processes are specific for churches and include relevant forms and reports that are most useful.
  • always best practice and includes the techniques, procedures and tips that our team use in the regular ongoing bookkeeping and accounting provided for church clients
  • “we teach you the way we do it”

Aspects of the training include how to:

  • get the best results from full use of the CoA
  • best use Tracking Categories
  • enter offerings and donations, including NFP DGRs
  • attach various forms of documentation to each transaction
  • invoice customers for use of church facilities,
  • manage ministers non-cash benefit allowances
  • prepare ‘great reports’ especially applicable for churches
  • setup and file your STP
  • file your BAS directly from Xero
  • process batch payments to speed-up your admin procedures

Bonuses of training with Benkorp:

  • the benefits of our team working with over 500 churches and thousands of church people during 25 years
  • access to specially designed forms and procedures, unique for use in church accounting
  • in introduction to procedures and processes that can improve the connections between administration and accounts

 

There are several training options

You are welcome to ‘mix and match’ by taking advantage of more than one option.

In-person training options 

When you need or prefer in-person training related to your church accounting on Xero these are the services especially for you. These are about the best practice accounting exclusively for your church.

 

Benkorp’s training with you means we work with you and your situation:

  • especially maximising the features and benefits of the Xero Accounting system for your church
  • particularities of the Chart of Accounts
  • using Tracking Categories combined with Chart of Accounts to get the best accounting results and produce the best financial reports for your church
  • streamlining and improving transaction processing - to save time, get the best results, simplify processes in-and-around your church as they provide info for accounting
  • how to read the financial reports, analyse the results, prepare for the next budget cycle, how to use the financial reports for the benefit of the ministries of the church

 

How Benkorp provides in-person training

Personal training means that the training is made relevant for you and your particular church, no matter which denomination, network or group.

 

In-person Online Training - Benkorp uses the Zoom platform

You will find this easy to use and provides:

  • easy interaction between yourself with your computer and your trainer at Benkorp.
  • shared screen allows both you and the trainer to identify and share any questions or issues by looking at each other’s screen (shared).

 

In-person Onsite Training

Convenient for you with your computer, internet and documents and processes:

  • these session/s are with one or two people from your church
  • we can meet at your office or the Benkorp Office in Glebe

 

Online In-person Training

  • Business Hours, minimum 1 hr and
  • prefer 1 or 2 people to take advantage of the access and interactions.

Fee: $145 per hour

  • out-of business hours minimum 1 hr and
  • prefer 1 or 2 people to take advantage of the access and interactions

Fee: $165 per hour

 

Onsite In-person Training

  • Business Hours, minimum 1 hr and
  • prefer 1 or 2 people to take advantage of the access and interactions.

Fee: $165 per hour

Note the additional fees for our travel to your office/home

 

  • out-of business hours minimum 1 hr and
  • prefer 1 or 2 people to take advantage of the access and interactions

Fee: $190 per hour

Note the additional fees for our travel to your office/home

Group Training Series onsite

Workshops are for small groups from the same church or from various churches wanting learn how to use Xero or wanting to update their skills to the latest best practice bookkeeping and accounting for churches

 

Workshops means practical hands-on training

Suitable for:

  • treasurer and support team in a church, denomination and/or regional groups of related churches or any churches in the same geo-area
  • administration and bookkeeping staff and volunteers

Benkorp has provided such training for groups for many years

 

Special features of the Series:

  • maximum of 6 people,
  • for 3 sessions of 3 hours each, (generally morning from 9.30am, because of attention required of participants)
  • approximately 1-2 weeks between each session
  • opportunity to work through what is learnt between sessions
  • includes mid/between-workshops support by Benkorp

Prerequisites for each attendee, would be:

  • Minimum Competency on internet use, and
  • Already uses internet banking often to pay bills, and
  • Each participant has Xero already setup for their Church and accessed from their own computer at the sessions. This would be preordered and setup through Benkorp for the appropriate Church Standard package, especially the chart of accounts and tracking categories

Logistics:

  • this will be coordinated by you for availability of facilities at the venue of your choice, and Benkorp’s trainers.

Fee for complete series $745 per person/church

Note the additional fees for our travel to your workshop location

 

Support Services

When you need support, help or assistance with problems or issues related to your church accounting, these are the services especially for you. These are about the best practice accounting for your church (not other or any churches).

 

Support is help and problem solving, including:

  • troubleshooting - assist you to sort out problems and issues
  • our helping you learn improved ways of using your Xero

Support will generally start with your sending an email-briefing of the problems you are having.

Focused Support and Consulting

Whatever are your support issues, they can be addressed with these services by the Benkorp team:

  • you may have a range of issues requiring an extended time to be worked through, such as taking over from another treasurer or simply ‘tidying up’ the accounts
  • getting started with Xero and the church accounts
  • maybe you are an existing user (from a business) wanting to become familiar with the particularities of church accounting
  • maybe the church accounts have been on Xero for awhile and it’s time to review practices and procedures, especially for updated improvements in Xero or the church’s own processes or the latest in compliance requirements

How to receive support

  • Email: For a quick and clear response email is the simplest method to receive support.
  • Online Support form: Please complete our “Request for Support Form” so that all details are clear for yourself and for the Benkorp Team. 

Contact Benkorp at any time:

  • Send us an email with details of your questions and issues and one of our team will respond asap
  • Please provide us with as much information as you can, be clear in your written questions and issues, and attach screen shots or other documents as applicable
  • Our written answers will endeavour to be clear and you can follow any notes, tips or view our screen shots, notes or Xero specific online video helps
  • You can reply in your own time, when you are ready. 

Provided online: Using the Zoom platform allows us to:

  • discuss the points live (with video at your discretion)
  • share screens so that we can work together on your accounts

 

Provided onsite/in-person

  • these session/s are with one or two people from your church
  • we can meet at your office or the Benkorp Office in Glebe.

Support Packages and Options

1.Priority Ongoing Support Package

For priority response to assist you maintain your church accounting on your Xero accounting system, including:

  • email support - priority response guaranteed
  • occasional Phone Support for trained or skilled ‘Xero Church Accounting’ users (approx. 4 calls per year depending on time required)
  • access to Frequently Asked Questions as a resource

free access, by your representative, to the “Church Accounting closed Facebook Group” for discussions and input. This is a support group for people involved in the accounting bookkeeping and treasurer roles in their church. Input from Benkorp and discussion amongst your peers. See how others deal with issues and share your experiences or ask for ideas.

Priority Ongoing Support Bundle fee: $40 per month

2. Group Support and Training as workshops

Sessions of a fixed number of hours, generally 3 hours

Book a series for a group with your treasurer such as your management team or wardens/leaders group, or finance committee

Sessions of 3 hours minimum $165 per hour

 

3. Special request ad hoc Support

  • Ad hoc support - email or phone, when your church does not have a Support Package. (For phone to the Benkorp help line, note there is not always a team member available immediately to answer the call and discuss your request)

All ad hoc support is in 15mins units, fee $50 per 15min unit

 

 

Online one-to-one

Using the Zoom platform allows us to:

  • discuss the points live (with video at your discretion)
  • share screens so that we can work together on your accounts
  • Benkorp’s support person will guide you by working on your church’s Xero system 

Book for minimum 1 hour sessions, fees $150 per hour

 

Onsite one-to-one/two

Meet at your office or the Benkorp Office in Glebe

  • learn how to use Xero
  • improve your use of Xero
  • review and revise the procedures and processes around your Xero accounting system

Note the additional fees for our travel to your office/home

Book for minimum 3 hour sessions, fee $165 per hour

 

How to arrange this support and consulting: 

Simply complete an Order Form for the one of the Packages

For any questions or discussion please complete the general inquiry form

Special Services

 There are many areas of church finance and administration that require special attention from time to time

  • change of treasurer and the new treasurer aims to raise the standards of financial management. Benkorp can facilitate workshop/s to assist your process
  • the management or other special teams want to review the administration and finances and related procedures and processes
  • it’s time to review and improve the budget processes

The needs of your local church for reviews and improvements can be helped, so please choose from these options:

Workshops

for people in your church - volunteers (in any of their many capacities and roles), clergy, ministry and administration staff. These are prepared Workshops customised for your situation and circumstances. They are presented after consultation with you to take note of your requirements:

  • Finance for Non-finance people, Benkorp can provide expert training for church leaders and teams on how to read understand and work with financial matters of the church - ie not business.
  • Especially for the treasurer and their team. In a Workshop Format for your church; including how to read and understand financial reports, basics of the Xero system how to use it, support for your treasurer.
  • Administration and financial management methods. Financial Management specifically for churches, and customised for your local Congregation. Procedures and processes to streamline and make it easier for your teams to operate and replicate (ie find new team members).Whether you have a business manager or simply a volunteer team this is suitable for your church - for your committees, wardens, elders, staff, board and management team.
  • church finance and management topics in workshops, include:
  • church accounting and finances,
  • budgeting in a church environment,
  • managing a giving and donation income environment
  • helping ministers manage their ‘non cash benefits’ allowances
  • helping the treasurer and admin support staff help the minister with their ‘non cash benefits’ allowance

Fees for Workshops will be agreed during discussions about the requirements of your Congregation/church

 

Assurance Review

All churches require that their accounts and financial statements are checked through an independent review process at least once every year.

Although this check has traditionally been provided through an Audit Report, there is an alternative available which provides a similar outcome - the Assurance Report.

See detailed information sheet: https://www.benkorp.com/?s=assurance+review

Assurance review report, fee: $600 per review

 

Review and Recommendations Service

Churches take this opportunity for Service when there is a need to ensure the accounts and reports are correct on a monthly basis.

  • Up to 1 hour monthly review with recommendations for improvements in the accounts operations and reporting.
  • Unlimited email support.
  • Free access to our Church Accounting Facebook Group for discussions and input.

Regular monthly fee: $185 per month

 

This service may also be combined with other services to provide your church with comprehensive and regular outside support for your inhouse finance and administration team and systems.

Have more questions about this package? Ask them here!

Ongoing Bookkeeping and Accounting

The pain in DIY bookkeeping

Bookkeeping and the work associated with it is often a chore for people around a church who feel bogged down week after week with paperwork,

  • BAS and compliance requirements for the ATO,
  • regular (monthly) finance reports,
  • payments to be made
  • customer invoices to be raised 

This is the service that can free-up your volunteers and staff so that they can get on with the ministry and mission of your church

 

The Benkorp bookkeeping service

Using a bookkeeping service will alleviate the pressures on a local Church to find and retain their own bookkeeper, accountant and/or treasurer – whether that person is staff or volunteer.

Our church clients find this very helpful because it is becoming increasingly difficult for churches to find members who have the time, capacity or expertise to maintain the bookkeeping and accounting.

This is an increasingly complex area of church life and people don’t need to be stressed with these pressures.

Members of the congregation want to enjoy church life and express their faith in serving people and the community.

 

Up-to-date accounts and compliance

Current and accurate accounts allows the church to

  • stay up-to-date with all the compliance updates such as ATO and ACNC,
  • make payments on time,
  • ensure that users of church facilities are invoiced for their usage and
  • monitor income offerings and donations,
  • prepare reports for local committees and the denominational head.

 

Find out more now

Simply contact the Benkorp Team to discuss your situation and requirements.

Our team is ready to help you and your church so that your needs for proper financial management are well served.

 

Fees for ongoing bookkeeping

Based on your Requirements Questionnaire, Benkorp prepares a presentation for your church. After discussion and agreement with you a fee is agreed

The fee is an annual fee for all services provided by Benkorp and then invoiced to the church monthly

 

There are 2 Service Plan options:

  • Full Service - Benkorp maintains all the bookkeeping, finance compliance requirements and prepare regular reporting for the council/board
  • Shared Service - your church and Benkorp share the bookkeeping and accounting following an agreed schedule with clear processes

 

Make life easier for the current  treasurer and the next treasurer

Often the role is quite onerous and avoided by members of the church.

Therefore, by implementing a plan for ongoing services the church management will make it much easier for your church to attract a treasurer. Using specialised outsourced services relieves that pressure and need for a treasurer to have bookkeeping, accounting and financial expertise. They can fulfil their role by liaising with this outsourcing service provided by Benkorp.

 

Consider one of the 2 plans and discuss with us how your church could take advantage of the service

 

  1. FULL SERVICE BOOKKEEPING AND ACCOUNTING

A complete online service provided by Benkorp, using the Xero Accounting system, including:

  • Income – offerings, donations, rentals and hires
  • Bill (supplier invoices) processing and payments
  • Bank entries
  • Bank reconciliations
  • Payroll processing and related requirements with employee portal
  • Superannuation
  • Month-end reconciliations
  • Reporting - local councils, boards, committees external obligations
  • ATO including BAS
  • Worker’s Compensation form completion
  • Liaise with, and prepare for, your financial year-end audit/assurance
  • Annual review meetings with your treasurer/team and more

Complete a Requirements Questionnaire submit it for review and discussion with the Benkorp team

 

  1. JOINT/SHARED SERVICE BOOKKEEPING AND ACCOUNTING

The local church is responsible for some of the basic administrative and bookkeeping functions using the Xero UCAP system.

  • This is a great way to save money if you have a savvy admin person on staff or volunteering.
  • Benkorp will complete the remaining financial management functions as agreed, and Benkorp provides the training and support to enable a team effort.

Complete a Requirements Questionnaire submit it for review and discussion with the Benkorp team

 

  1. SPECIAL SERVICE ACCOUNTING

At your request for Benkorp to work through accounting issues and troubleshooting.

Relates to “technical” accounting and bookkeeping issues rather than simply Xero procedures. These maybe too difficult or complicated for your staff or volunteers to resolve without assistance.

May include matters such as:

  • resolving reconciliation issues,
  • extended investigation and highlighting of problems with transactions,
  • matters arising from an assurance review, ongoing review or audit

Clients with another form of Benkorp Agreement, fees $135 per hour

Clients without another Benkorp Agreement, ie ad hoc, fees $150 per hour

Note: if your church is not yet using Xero, this is the best opportunity to start.

Simply complete an Order Form for a Standard Package

 

Note: All prices Exclude GST

Privacy and Contractual Policies

All services provided by Benkorp are covered by our Terms and Conditions LINK

Our liability is limited by a scheme approved under Professional Standards Legislation. Further information on the scheme is available from the Professional Standards Councils’:

http://www.professionalstandardscouncil.gov.au.

Please complete the Requirements Questionnaire in direct relation to ongoing bookkeeping services ONLY!