Our new tools: Books, Team and Forms

We're moving our churches to three new tools: Books, Team and Forms. Everything our team does for you stays the same. What changes is where you go to hand things off, approve things and manage your staff. This page explains what each tool is for, how it works and how it makes your week easier.

The short version

Books is where you hand things off to our team and approve the bills and reimbursements that come in: books.myxp.church
Team is where you manage your staff, pay changes, contractors and time off: team.myxp.church
Forms are links anyone can use without a login, like reimbursement requests and bills: forms.myxp.church

Our older forms and tools are being retired as each church moves over. Zoho Expense is not changing. Where we can, we'll redirect the old addresses or put a notice on the old tool that points to the new one. Please update any old links you've saved or shared.

Signing in

Go to Books or Team, enter your email and we'll send you a sign-in link. Click it and you're in. There is no password to remember or reset.

If you used People before, it's now called Team and lives at a new address. You'll sign in once more at the new address, and the old address forwards to the new one.

Books: hand things off and approve what comes in

Books is for everything about your church's money that you need our team to act on.

Hand Offs. Tell us about anything that needs us: a payment to send, an invoice you received, a check you wrote, a bank transfer or card charge that already posted, money that came in that isn't giving, or a file or receipt. Every hand off gets a reference number and a confirmation email, so you always know we have it.
Approvals. Bills and reimbursement requests from people outside your church, or people without a Books login, land here first. You approve or decline each one, and nothing that comes in this way is paid until someone at your church approves it.
Unknown Transactions. When we can't tell what a bank transaction was, you tell us who it was and what it was for.
Submit Missing Receipts/Invoices, Transaction Category Changes and Recurring Payments. Send us a receipt you forgot, ask us to fix how something was categorized, or see, change or cancel a standing payment.
Categories and Annual Budget. See your categories and ask for changes, and enter and review your yearly budget.
Dashboard. Your month at a glance, including the month-end dates for your church.

How it helps you: you stop wondering whether something got through. Each request has a reference number, bills and reimbursements wait for your approval before they're paid, and everything is in one place instead of scattered across emails.

Team: your staff, pay changes and time off

Team is for the people side of your church.

Employees. Your staff directory: each person's job, pay, housing allowance and benefits.
Change Requests. Tell us about a raise, a new hire, a housing allowance, a leave of absence, a resignation or a new contractor. The form shows you the effect on each paycheck before you send it, and our team enters it in payroll. Anything that affects pay needs to reach us at least 6 calendar days before the pay date, and the form only offers dates that work.
Contractors. Ask a contractor for a W-9 and their payment details. They fill it out online, and recurring contractor payments are set up for you each month.
Time Off. Employees see their balance and request time off, and supervisors approve or decline. This is available if your church uses time off.
Housing. Each year, ministers get a private link to tell us their housing allowance, and you can see who we're still waiting on.
Wellness. Wellness reimbursements, if your church offers them.
Reports. Ready-made reports on your roster, pay, housing, benefits, retirement and change history. You can export them to a spreadsheet (CSV).

How it helps you: no more emailing a pay change and hoping it's clear. The form walks you through it, shows what it does to each paycheck, and won't let you pick a date that's too late.

Forms open from a link. There's no account and no password, so they're right for staff, volunteers and vendors.

Reimbursement request, for anyone you owe money back
Submit a bill or invoice, for vendors and anyone without a Books login
Church credit card, to tell us a card has been ordered
New hire information, W-9, direct deposit setup, wellness reimbursement and housing allowance

Your church has its own reimbursement link and its own bill link, so nobody has to type a church code. You can find both any time in Books, on the Approvals page, under "Links for people outside your church." Put them wherever people look for them: your website or app, your bulletin, your handbook and your email signatures.

If you have a Books login, use Hand Offs for your own bills instead of the bill link. A bill you hand off goes straight to our team, while one sent through the link comes back to your church for approval, which would mean approving your own submission.

Reimbursement requests go to the people at your church with Books access to approve, and once approved they come to our team. Direct deposit is the best way to be paid. It's free, and the money arrives in 1 to 3 business days. A paper check costs your church $1.50 and can add up to two weeks.

Who should have access

Most churches only need a few people in Books and Team. Your staff, volunteers and vendors can use Forms without either.

Books access means approving. Everyone with Books access sees every bill and reimbursement request, can approve or decline each one, and gets an email each time a new one is waiting. They can also hand things off to our team, answer unknown transactions, change recurring payments and enter the budget.

Team access has two levels:

Full access shows the staff list with pay, housing allowance and hire dates, contractors, change requests, time off and reports. Because it shows pay and housing for everyone, most churches keep it to a few people.
Time off only lets a person request time off and see their own balance. This is available if your church uses time off.

Your church's primary contact decides who gets access. When someone asks for it, we check with your primary contact first. To add or remove someone, or to change who your primary contact is, write to help@myxp.church.

Questions

Write to help@myxp.church and our team will help.