Changing Church Bank Accounts

Step 1: Verify the Bank Works with QuickBooks Online (CRUCIAL)

Before opening a new account, confirm the bank connects with QuickBooks Online.


QuickBooks automatically imports transactions from supported banks. If the bank does not connect properly, bookkeeping becomes much more difficult and often requires manual work.


Before opening the account:


  • Confirm the bank supports QuickBooks Online bank feeds
  • Verify the connection works inside QuickBooks
  • If you are unsure, check with myXP first

Do not open the account until this is confirmed.

Step 2: Open the Account and Transfer One Month of Expenses


Once the bank is verified to work with QuickBooks Online:


  1. Open the new bank account
  2. Transfer enough money to cover at least one full month of expenses

This ensures payroll and bills can continue normally while the transition is happening.


Step 3: Add myXP as a User

myXP will need access to the new bank account in order to set up integrations and manage financial systems.


Please:

  • Add myXP as a user on the new bank account
  • Follow the instructions in the related article below.

Step 4: Notify myXP to Update Payment Systems

Once the new account is open and access has been provided, notify myXP so we can update key systems.


myXP will update:


  • Payroll
  • Bill Pay
  • QuickBooks Online billing (if applicable)

myXP will confirm when these updates are complete.


Step 5: Update the Giving Deposit Account

Next, update the bank account used by your giving platform so that donations deposit into the new account.


This may include:

  • Online giving platforms
  • Text-to-give services
  • Mobile giving apps
  • Other giving processors

Step 6: Update All Vendor Auto-Payments

The church must update any vendor that automatically withdraws money from the bank account.


myXP will update payments that are sent through bill pay on your behalf. However, for vendors that draft funds directly (such as utilities, benefits providers, or other auto-pay accounts), those updates must be made by the church.


This approach is intentional. It ensures that myXP is not listed as the primary or controlling user on these types of accounts, allowing the church to retain full ownership and the ability to make changes at any time without dependency on a third party.


Common examples include:

  • Utilities
  • Missionary agencies
  • Credit card payments
  • Insurance payments
  • Internet or phone services
  • Software subscriptions

Each vendor will have its own process for updating bank information.

Step 7: Keep the Old Account Open for Several Months

Do not close the old account immediately.


We strongly recommend keeping it open for several months to ensure nothing was missed.


Best practice:

  • Leave around $5,000 in the old account if possible
  • Monitor activity regularly
  • If a payment comes through the old account, update that vendor immediately

Once the account shows no activity for several months, it can safely be closed.

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