“We're starting from scratch.”
Personal email accounts, files scattered across phones and laptops, and announcements living in someone's head.
We'd recommendSystems Setup first, then Communications to get a steady weekly rhythm going.
Where to begin
Not sure where to begin?
Most small churches don't need more software. They need the right few tools, set up well and kept up every week. Here's the path we recommend and the tools we'd start with.
Every recommendation here is a starting point, not a requirement. We'll build your setup around the tools, budget and people you already have.
Find your starting point
Which of these sounds like your church?
“We have tools, but it's a mess.”
Several subscriptions that overlap, logins nobody can find, and the same announcement typed five different ways.
We'd recommendSystems Setup with a software review to cut overlap and cost, then the services you need most.
“We just can't keep up.”
Your systems work, but the pastor is still writing the newsletter at 11 PM and reports are always late.
We'd recommendA light Systems Setup to connect your current tools, then Communications and Administration.
Our recommended toolkit
The tools we'd start with.
These are the tools our systems are built on and tested with every week. Tools marked “Free option” have a free plan or free nonprofit program; others offer church or nonprofit discounts.
Email, files & calendars
The foundation everything else sits on. One account per staff member and volunteer leader, with shared folders the church owns.
- Email & calendarGoogle WorkspaceFree optionChurch email on your own domain, shared calendars. Microsoft 365 works too if you already use it.
- Shared filesGoogle Drive shared drivesFree optionOne organized home for graphics, documents and records, owned by the church, not a person.
- FormsGoogle FormsFree optionSign-ups, surveys and requests without another subscription.
People, giving & events
One place for your members, visitors, giving and sign-ups, so nothing lives in someone's spreadsheet.
- Church databasePlanning Center PeopleFree optionMember and visitor records, connection forms and follow-up workflows.
- Online givingPlanning Center GivingOnline and in-app giving that flows straight into your records and statements.
- Event sign-upsPlanning Center RegistrationsClasses, meals and events with sign-up forms and reminders.
- Church appChurch CenterFree optionA free member app that comes with Planning Center: giving, groups, events and forms.
Communications
Consistent, recognizable messages every week from one source of announcements.
- Email newsletterMailchimpFree optionBranded weekly newsletters and sermon follow-up emails. Its free plan covers most small churches.
- DesignCanvaFree optionAnnouncement graphics, slides and social posts from your brand kit.
- Social mediaMeta Business SuiteFree optionSchedule Facebook and Instagram posts ahead of time from one place.
- WebsiteSquarespace or WordPressAn easy-to-update site with service times, a plan-your-visit page and current events.
Sunday & media
Help people worship well in the room and keep the message reaching people after Sunday.
- Announcement slidesFaithlife Proclaim, ProPresenter or EasyWorshipPre-service and welcome-screen announcements built from the same graphics as your newsletter and social posts, refreshed every week. We can set up any of these three.
- Service slidesFaithlife Proclaim, ProPresenter or EasyWorshipSong lyrics, scripture readings and sermon points, built for each Sunday's order of service. We can set up any of these three.
- LivestreamOBS StudioFree optionFree, reliable streaming with lower thirds and countdowns.
- Sermon videoYouTubeFree optionLivestream and sermon-only uploads, plus short clips for reels.
Administration
Fewer dropped balls and less time spent remembering what needs to happen next.
- Tasks & projectsTrelloFree optionOne board for weekly tasks, recurring deadlines and ministry projects.
- Building calendarGoogle CalendarFree optionA shared calendar for building use, rentals and facility needs.
- SuppliesA saved ordering listRegular supplies reordered from one list instead of from memory.
Finance & building
Clear numbers for your leaders and organized records for your building.
- BookkeepingQuickBooks OnlineCategorized income and expenses for clean monthly reports. Many churches qualify for nonprofit discounts.
- Monthly reportsGoogle SheetsFree optionBudget-vs-actual and monthly finance summaries your leaders can read at a glance.
- Vendors & contractsA shared vendor fileContacts, contracts, service records and renewal dates in one place.
Already using something else? You don't have to switch. We work with many other platforms and will only recommend a change when it would save you time or money. Free and nonprofit pricing depends on each provider's current terms and your church's eligibility.
Common questions
Before you get started
Do we have to change the software we use now?
No. During Systems Setup we look at what you already have. We keep what works, connect what doesn't talk to each other, and only suggest switching when it clearly helps.
What does Systems Setup include?
Organizing church email and shared files, setting up or cleaning up your church database and newsletter, building a simple brand kit, creating one source for all announcements, and sorting out logins and permissions.
Can we start small?
Yes. Many churches begin with Systems Setup and one monthly service, usually Communications, and add more once the weekly rhythm is working.
Will the software cost us extra?
Some tools are free, some have nonprofit pricing, and a few are paid subscriptions. We'll show you the real costs up front and look for ways to lower what you already pay.
Let's find your first step together.
Tell us a little about your church, and we'll recommend where to start.