Case Study: Improving Financial Clarity and Accountability

Client: Mid-Sized Church in Texas

Weekly Attendance: ~750

Focus Area: Financial Policy & Purchase Order Process

The Challenge

A growing church in Texas was operating with outdated financial policies that created confusion and risk. Without a formal purchase order system, departments frequently overspent budgets, receipts were delayed or missing, and there was no consistent oversight. The church faced the possibility of non-compliance with nonprofit accounting standards, putting finances and credibility at risk.

Our Solution

Virtual Executive Pastor partnered with the church to:

• Review and assess existing financial policies and workflows

• Identify risk areas and non-compliance issues

• Draft a custom Financial Policies & Procedures Manual

• Create a clear, easy-to-use Purchase Order (PO) process

• Provide onboarding and training for staff and ministry leaders

The Results

• Increased Oversight: A PO system implemented for all purchases over $250

• Reduced Costs: Significant savings identified and eliminated within six months

• Compliance Achieved: Policies updated to align with nonprofit financial best practices

• Accountability Culture: Teams now operate with clearer expectations and budget awareness

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