Books Access

Books replaces the Support Form you used to find in the Support section of your Basecamp project. Everything you did there now happens in Books, along with the things that used to live in spreadsheets and to-dos. This article explains what a person with a Books login can see and do, and how that differs from someone who only has a form link.

What's different from the Support Form

  • You hear back. The Support Form never sent you an email. Now you get a confirmation email for what you send, and an email when something you're asked to approve is waiting.
  • There's a record. Books keeps a Submission History for your church, so you can see what was sent, who sent it and whether our team has processed it.
  • Spreadsheets are gone. Unknown transactions, category corrections and your yearly budget used to be shared spreadsheets and long Basecamp threads. They're now pages in Books that use your own categories.
  • Anything from outside your church needs an approval. Before, anything submitted through the form was treated as approved for payment. Now, bills and reimbursements from people without a Books login wait for someone at your church to approve them.

What a person with a Books login can do

Everyone at your church with Books access sees the same things and can do the same things. Books only shows your church, never another church.

Hand Offs replace the Support Form. These are the six options, with the name each one had before:

  • Payment Request: ask us to send a payment by ACH or paper check. A paper check costs your church $1.50 per payment.
  • Invoice (before: Invoice Submission): send an invoice you received. An attachment is required.
  • Check Written (before: Paper Check Written): tell us about a paper check you wrote: date, payee, check number and category.
  • ACH / Debit (before: Church Debit Card or ACH/Digital Transaction): tell us about an ACH or debit card payment that already happened.
  • Non-Giving Deposit (before: Deposit Itemization): itemize a deposit that isn't giving, with a category for each line.
  • File Submission: send us anything else, as files, a description or both.

Each hand off ends with a confirmation email that includes your submission number and a PDF copy. Hand offs from someone with a Books login go straight to our team. There's nothing for anyone else at your church to approve.

Approvals is where bills and reimbursements from people without a Books login arrive. Anyone at your church with Books access can approve or decline. To approve, you choose the category, and for a bill you can correct the details first. To decline, you give a reason. Either way, the person who sent it gets an email. Once approved, it comes to our team.

Unknown Transactions is where you tell us what a bank transaction was for: the vendor, category, class if your church uses one, and notes, with a receipt if you have one.

Transaction Category Changes is how you ask us to correct how something was categorized: the date, vendor, amount, the wrong category, the right one and a reason.

Recurring Payments shows your standing payments. To change or cancel one, you send a request.

Submit Missing Receipts/Invoices sends a receipt or invoice (PDF, JPG or PNG, up to 10 MB) with a short note to your church's QuickBooks bill inbox.

Categories shows your categories. You can export them to CSV or PDF, and ask us for a change.

Annual Budget replaces the budget spreadsheet. Before, you asked for a template in Basecamp, listed any category changes first, filled in a spreadsheet, and went back and forth with our team until it was right. Now you open Annual Budget, confirm your categories, and enter your amounts. It saves as you go, and you can download a PDF.

Dashboard shows your month-end timeline and what's waiting for you.

What a person with Books access cannot do

  • See any other church.
  • Edit your categories, recurring payments or a hand off after it's sent. You send a request or a correction instead.
  • See full bank account numbers on a bill.

Your church has two links, and they're for people who do not have a Books login. Each one already knows your church, so nobody has to type a church code. Find them anytime in Books, on the Approvals page, under "Links for people outside your church."

Reimbursements: for anyone you owe money back for something they bought for the church. They add receipts and choose how to be paid. Direct deposit is free and takes 1 to 3 business days. A paper check costs your church $1.50 and can add up to two weeks.

Bills and invoices: for vendors, contractors and anyone else without Books access who needs to send you a bill. The form asks the questions we need, including whether a 1099 is needed, and takes up to four attachments.

When someone sends one, they get a reference number and a confirmation email. Everyone at your church with Books access is emailed right away with a link to review it.

Links versus a login:

  • A person with a link can send a bill or reimbursement. They can't see anything afterward, can't check status, and can't edit what they sent. They only get emails.
  • A person with a login can hand things off directly, see the Submission History, answer unknown transactions, request changes and approve what comes in.

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

Who should have Books access

Books access means approving, because everyone with it sees every bill and reimbursement and is emailed for each one. Most churches give it to just a few people. Staff, volunteers and vendors don't need it. They use the links.

Your church's primary contact decides who gets access. To add or remove someone, write to help@myxp.church.

Share what would help

There's a Feedback button at the bottom of the Books menu. We'd love to hear how Books could serve your church better.

Questions? Write to help@myxp.church.