How to Train Volunteers So You’re Not Fixing Their Mistakes
Simple systems to help your kind-hearted team succeed.
As a pastor, you’ve got options when it comes to managing your church’s books:
You can do them yourself (though we don’t recommend it—your time is better spent on people, not receipts).
You can train a volunteer to handle the books.
You can outsource to a contract bookkeeper who specializes in churches—our personal favorite for peace of mind and professional quality.
But here’s the thing: not every church is ready to outsource yet. And in some cases, you already have a trusted volunteer who wants to serve and has some aptitude for numbers.
If you’re relying on a volunteer, this article is for you. It’s here to help you set them up for success—so you don’t spend your Saturdays fixing finance errors or answering board questions with crossed fingers.
Why This Matters
When financial errors happen:
It adds stress to your already-full plate.
Your board might lose confidence in the numbers.
You risk compliance issues if reports are off.
Volunteers have the heart. What they need is the right tools and training.
A Simple Process for Smoother Volunteer Success
Whether they’re new to church finances or just need clearer direction, these five steps will make a big difference.
1. Start with a Simple Task List
Don’t assume they know what “monthly reconciliation” means. Break tasks down into bite-sized steps.
Example: Instead of “Manage Sunday deposits,” list:
Collect offering envelopes.
Count with a second person present.
Fill out deposit slip and sign.
Enter total into donation software or spreadsheet.
2. Use Templates, Not Guesswork
Create easy-to-use forms for:
Recording donations
Submitting expenses
Reimbursing staff or volunteers
Bonus Tips: Save templates in a shared cloud folder, or print a “Finance Binder” that lives in the church office. Also, check out our Resources page for some ready-made, easy to download templates.
3. Explain the “Why” Behind Each Task
Volunteers do better when they know the purpose.
Example:“When you categorize this donation correctly, it ensures our year-end tax receipts are accurate and the board can make wise budget decisions.”
4. Check In Monthly, Not Just at Year-End
A 10-minute monthly review can prevent a 10-hour year-end cleanup.
Ask:
Are you stuck anywhere?
Do you need help with a report?
Is anything unclear in the process?
5. Celebrate the Wins
Recognize your volunteers when things go smoothly. Gratitude goes a long way.
Example: “Because you caught that error before deposit, we saved hours of correcting later. Thank you!”
✝️ Ministry Mindset: Equip your people
Whether you’re building a team of trained volunteers or partnering with a professional bookkeeper, the goal is the same:
Faithful stewardship and peace of mind.
Training your volunteers isn’t just good stewardship—it’s discipleship. You’re helping them use their gifts to serve the church in a way that honors God and builds trust in leadership.
And best of all? You get to spend less time cleaning up and more time leading people.
Ready for Expert Help?
If your church is ready to hire a bookkeeper, we’re here for you. Our team specializes in church bookkeeping. Reach out today and let’s talk about how we can serve your church.