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Churches — Protect Your Data from Disasters

September 21, 2017 By Robert Leave a Comment

Recent natural disasters have reminded us all how unpredictable and fragile life is. And how quickly our personal property can be destroyed.

With all the terrible personal loss people fear when it comes to hurricanes and other natural disasters, electronic records can be an afterthought. But a church staff needs to remember their data, not just their insurance policies and emergency plans.

I recently spoke with a church staff that had been hit by Hurricane Irma. Power had been off at the church for a long time. When the power came back on, the office computer they use to keep records on was missing data from the hard disk. The Revelations membership and contributions records were gone.

When they were having trouble locating their flash drive for data backups, I started to get nervous. I was mentally preparing to run them through unpleasant options. Did they have good hard copies? Of what? How much time were they willing to spend re-inputting data from months or even years worth of hard copies? How much were they willing to pay for some data recovery service that may not work anyway?

Fortunately, they found the flash drive and I was able to get them back up and running in minutes. But there could have been a much worse ending. What if they couldn’t find the flash drive? What if they hadn’t been backing up regularly? What if it had been destroyed by the storm damage, or the data had been corrupted somehow?

Things like that happen. We’ve had clients (who didn’t use our web-based IconCMO church management software) lose all their data, all because they weren’t prepared for the worst.

How can a church keep its data secure?

Are you keeping your own church data?

That is, are you not storing your data through some sort of cloud service / web-based system?

  1. Make sure you back up your data frequently. That way, if something goes wrong and you have to pull out the backups, you won’t lose much. I recommend daily backups. It doesn’t take a lot of time or data storage, and it can save a lot of time redoing lost work. But if you only use the system once a week, a weekly backup will do.
  2. Keep multiple backups on multiple drives. There should be more than one flash drive / computer where you’re storing backups. You don’t want to depend on a single backup drive. Anything could happen to it.
  3. Keep offsite backups. This comes under Don’t put all your eggs in one basket. If you lose your office computer to a storm, flood, fire, thief, etc., and your backup drive is in the same location, you could very well lose your backup drive at the same time. You need to have backups in a different setting from your work computer — preferably far away.

church it disaster backup plan

And then there’s the whole matter of keeping your data secure from people who should not be accessing it (hackers, uninformed staffers, and so on). But that’s a whole other topic.

Are you using a good, secure web-based system to keep your data in the cloud?

  1. Relax. You’ve got this covered.

How do you know if a web-based system is secure?

A software company that’s confident about their cloud-based system should be transparent with you about why their system is secure and trustworthy.

A trustworthy cloud-based system…

  1. backs up your data frequently. How frequently? Well, think about how much you get done in a day and how much you’re willing to lose.
  2. backs up your data in more than one geographic location with hundreds of miles in between. If you can hike from one backup site to the other, so can a tornado. Not good enough, software company!
  3. brings you your data over an encrypted, secure connection. Sending important, sensitive information through an insecure connection is kind of like mailing it without envelopes. No, it’s actually worse.
  4. keeps your data on secure servers with strong barriers between your information and the outside world. Church data can be very sensitive and there are plenty of hackers out there. When a car thief comes along, you want the doors locked, the alarm system on and the wheel lock in place.
  5. is available when you need it. What’s the system’s up-time? Are there frequent service interruptions? Your data is no good to you if you can’t get to it.

Learn more about what to consider when evaluating the security of a web-based system.

Find out more about our secure web-based church management software.

And when it comes to your electronic data, hope for the best, but plan for the worst.

Filed Under: Did You Know? Tagged With: church management software, church technology, cloud computing, saas

What’s your backup plan?

August 5, 2016 By Michelle Leave a Comment

A few weeks ago, I got a call from a customer using Revelations, our Windows-based church management software (ChMS).

Thank you for calling Icon Systems, this is Michelle.”

“Hello, this is Peggy from Peace Church*. My computer crashed, can you help me get Revelations on my new computer?”

“I’m sorry to hear! I’ll show you where you can download the program from our website, then once it’s installed we can restore your data onto the new computer. Do you have your backup file handy on a flash drive or disk?”

*crickets chirping*

“Ahh…no, we didn’t make any backups.”

This isn’t the first call I’ve received of this nature, and unfortunately it won’t be the last. The story is a little different each time; maybe someone broke into the church office and stole the computer or the church was devastated by a fire.

Photo Credit: techmsg via Compfight cc
Photo Credit: techmsg via Compfight cc

My heart goes out to churches in these situations because if they didn’t back up the data, there is nothing I can do to help. The only option is rebuilding the database from scratch — including contribution history. If a hard drive crashes, there are companies that specialize in data recovery but their services are costly and there’s no guarantee they’ll be able to retrieve the data.

No matter which ChMS you’re using, ensure your data is protected from

  • Fires and theft
  • Malware and cyber attacks
  • Natural disasters (e.g. tornadoes, flooding, hurricanes, earthquakes)
  • Equipment failure (e.g. hard drive or server crashes)
  • Human error (sometimes mistakes happen)
  • Unforeseeable circumstances

Properly back up your ChMS database

Establish an effective back-up procedure and store back-ups securely off-site. It’s important to regularly test restoring data from your back-ups. Make plans to help you keep working and recover quickly should the worst happen.” – Geoff Duncan for Digital Trends

Read the rest of the article on Digital Trends exploring the pros and cons of different backup methods.

If you’re using a cloud-based ChMS

Evaluate cloud services carefully. Using a reputable cloud computing service could be safer than running software in-house — providing you do your research. Check where your data is stored and how it is protected.” – Start Up Donut

For a complete list of tips on preventing IT disasters, visit startupdonut.co.uk.

Technology is always changing and Icon Systems ensures necessary precautions are taken each year to protect our clients’ most valuable asset – their data. We take data security for IconCMO, our web-based ChMS, very seriously so you can have peace of mind knowing your data is safe and secure. Below is an article outlining security precautions and backup procedures Icon Systems has implemented for IconCMO.

Skeptics vs. Cynics: Web-Based Church Software Security

Moral of the story

Having a proper backup plan means if something happens to your computer, you simply need to purchase a new one (which is hopefully covered by insurance) and log into your database online or reinstall your desktop program and restore the data. Yes, it’s inconvenient but it’s not nearly as much hassle as rebuilding your database from scratch.

*Names changed to protect customer privacy

Filed Under: Tech Tagged With: church management software, church technology, cloud computing, IconCMO, online security

Scheduled Server Maintenance

May 5, 2016 By Michelle Leave a Comment

Please note that IconCMO will be unavailable at 11:30 pm Central Daylight Time Wednesday, May 11, 2016 (View in your time zone.) The downtime will last approximately two hours. IconCMO users will not be able to access their accounts during this time.

server-maintenance-iconcmoWe’re always striving to improve IconCMO for you – and that doesn’t just mean improving the user interface and adding to the features list! While not as visible, upgrading the technology and security in the back-end is just as important.

Thanks for understanding and planning accordingly!

Photo Credit: Richard Masoner / Cyclelicious via Compfight cc

Filed Under: Updates Tagged With: church technology, cloud computing, IconCMO, saas, web-based

National Password Day

May 5, 2016 By Michelle Leave a Comment

It’s national password day!

Did you even know that was a thing?

computer-typing

According to Computer World, the two most common passwords in 2015 were “123456” and “password”. If your password is frequently used and easy to guess, it’s easier for someone to hack into your account. So choosing a strong password is important.

 

3 resources that will teach you how to step up your password game

  • This article from LastPass has four great tips to improve your passwords.
  • This short video from Mozilla Support shows you how to create strong passwords.
  • What’s your security IQ? Take the quiz on PasswordDay.org and find out.

Filed Under: Tech Tagged With: church technology, cloud computing, online security, web-based

Scheduled Server Maintenance

November 18, 2015 By Michelle Leave a Comment

Please note that IconCMO will be unavailable from approximately Midnight to 5:00 AM CST on Wednesday, November 25th. View in your time zone.

We’re always striving to improve IconCMO for you – and that doesn’t just mean improving the user interface and adding to the features list! While not as visible, upgrading the technology and security in the back-end is just as important. Thanks for understanding and planning accordingly!

Holiday Hours

  • Our office will be closed Thanksgiving Day Thursday, November 26th
  • Our office will be open Friday, November 27th from 8 am to 12 pm CST

Have a safe and happy Thanksgiving weekend!

fall_cornucopia

Photo Credit: Ron Cogswell via Compfight cc

Filed Under: Updates Tagged With: church management software, church technology, cloud computing, IconCMO

Fund Transfers and Account Transfers, part 2 of 2

June 27, 2014 By IconSystems Leave a Comment

A man's hand handing one hundred dollar bills to a woman's hand.In Part One of this series, we learned that a fund transfer represents a reallocation of liquid assets from one fund to another. We also learned about the four main situations in which funds are transferred, and how to record a fund transfer in IconCMO. In Part Two, we turn our attention to account transfers and how a transaction for this type of transfer can be created or modified.

Try our Church Management Software.

Account Transfers

An account transfer is the process of changing the allocation of dollars to an alternate account.  In IconCMO, journal entries can be created in GENERAL-LEDGER : GL : Journal Entries. They can be modified in GENERAL-LEDGER : GL : GL-Register.

An example of an account transfer might be the transfer of money from the church’s savings account to its checking account. A new journal transaction will be needed for this transfer. To create it, we’ll go to GENERAL-LEDGER : GL : Journal Entries. As we create the necessary entries for this transaction, keep in mind that the first three fields, General Journal Memo, Transaction Date, and Fund are entered once for an entire journal transaction. Whatever these three fields contain prior to posting is what will be used for the entire transaction. In this example, we’ll enter “Transfer to checking” in the General Journal Memo field, the appropriate date in the Transaction Date field (NOTE: clicking on the box for the Transaction Date will pop the calendar tool) and select “General Fund” for the Fund. For the credit side of the transaction, we’ll select an Account Type of “Assets”, select “Savings” for the account, enter the credit amount of the transfer and verify/change the Line Item Memo. Once the data entry for this part of the transaction has been completed, clicking the Save button will add this information to the journal entry listing area in the lower portion of the window, as seen in Figure 1.

The IconCMO journal entry screen.
Figure 1 – Journal entry for the “credit” portion of an account transfer.

The debit side of the transaction is very similar, except this time we choose the checking account as the account and enter the debit amount. After clicking the Save button, the entry is added to the journal entry listing area, as seen in Figure 2. Once you’ve verified the entries as being correct, clicking the Post Entry button will post the transaction to the General Ledger.

The IconCMO journal entry screen.
Figure 2 – Complete journal entry for an account transfer.

An example of modifying a transaction to allocate dollars to a different account might be to designate a different expense account from the one used in the original transaction. Let’s say that Church ABC issued a check, and the transaction debited an expense account called “General Building Maintenance.” Later on, it is determined that a different expense account called “General Grounds Maintenance” should have been debited instead. The original transaction entry is shown in Figure 3.

General ledger entry for a payment.
Figure 3 – GL Entry for a payment.

The change needed can be easily made by noting two specific pieces of information, the Journal Type and the Journal Number. In this case, the Journal Type is “Check” and the Journal Number is “12.” Using this information, we can go into GENERAL-LEDGER : GL : GL-Register and make the necessary changes. Once in the GL Register, we can set the “Transaction Type” to “Check” and the journal number in the “Jrnl No.” box in the lower-left area to “12.” Clicking the Find button causes the transaction we are interested in to be displayed as the first entry in the transactions listing area of the window, as seen in Figure 4.

Finding a journal entry in the GL register.
Figure 4 – Finding and displaying the journal entry to be modified.

Next, click on the transaction date of the journal entry to open the transaction. Once in the transaction, we can make the expense account correction by clicking the Change Account Assignment button in the lower-right area of the window.

Changing an Account Assignment
Fig. 5 – Changing an Account Assignment

Once the “Change Account Allocation” window is open, you will see two dropdowns. From the “Select an Account” dropdown, choose the account to transfer from (you should see it in the dropdown list). You will notice that the original dollar amount of the transaction appears in the “Original Amount” field automatically. In the “To Account” dropdown, select the expense account to reallocate dollars to. In the “Amount Reallocated” field, you can enter either the full amount or any partial amount of transaction dollars. In this case, we will reallocate the entire $50.

Changing an account allocation
Fig. 6 – Changing an account allocation

After you click the Save button, a confirmation message will pop up to let you know the transaction is complete. When you return to the transaction window, you’ll see the newly-created journal entries, along with the original entries. We have now reallocated the $50 expense from the “General Building Maintenance” expense account to the “General Grounds Maintenance” expense account.

IconCMO GL register window showing both the original and correcting entries for an account reallocation.
Fig. 7 – Both the original and correcting entries for an account reallocation.

 

Filed Under: Finance Tagged With: account transfer, church management software, cloud computing, fund transfer

Fund Transfers and Account Transfers, part 1 of 2

June 17, 2014 By IconSystems Leave a Comment

 A man's hand handing one hundred dollar bills to a woman's hand.Fund transfers and account transfers are often necessary transactions in any non-profit organization’s financial activities.  It’s important to understand the difference between a fund transfer and an account transfer, and how you can perform them in IconCMO. In this first of our two-part series, we will explore fund transfers.

Try our Church Management Software or request a demo.

Fund Transfers

A fund allocates and tracks money for a specific purpose. A fund transfer represents a reallocation of liquid assets from one fund to another. There are four main situations in which funds are transferred:

1.  Interfund Loan: Money is transferred with the expectation that it will be repaid. The fund making the loan has a bank account credited and an Interfund Receivable account debited, while the receiving fund has a bank account debited and an Interfund Payable account credited. When the money is repaid (only with a Interfund Payment transaction), the transaction is reversed.

2.  Interfund Transfers: Money is transferred without the expectation that it will be repaid. For example, the General Fund may provide a monthly subsidy to the Youth Fund to help them support their activities. The bank account from the fund that is doing the subsidizing is credited and an operating transfer account called “Transfers Out” is debited. The receiving fund has the bank account debited and an operating transfer account called “Transfers In” is credited. Both the “Transfers In” and “Transfers Out” accounts are of account type “Other Financial Sources-Uses” and category type “Operating Transfers.” Figure 1 shows the posting of such a transaction, while Figure 2 shows the resulting entries in the general ledger.

This is the IconCMO fund transfer window.
Fig. 1 – Posting an interfund transfer
Showing the general ledger entries for a fund transfer.
Fig. 2 – Posted general ledger entries for an interfund transfer

3.  Interfund Payment: This is a repayment of an Interfund Loan. A fund was given money via an Interfund Loan and wants to repay it. This transaction will clear the Interfund Payable account from the fund having the loan and it will clear the Interfund Receivable account from the fund making the loan.

4.  A fund is closed: A fund with a net asset value is being closed out.

Because Restricted and Temporarily Restricted funds are donor-restricted for specific use, money should not be moved out of these types of funds using Interfund Transfers or Interfund Loans. When money is transferred, it is always done within bank account types.

According to GAAP guidelines, money cannot be transferred into revenue or out of expense accounts, since by definition a transfer is neither revenue nor an expense.

Interfund Loans and Interfund Payments are reported on the Statement of Financial Position (Balance Sheet). Interfund Transfers are reported at the bottom of the Statement of Activity report.

Form Operations

In IconCMO, the fund transfer tool is accessed by selecting General-Ledger : Funds : Fund Transfer.

  • Enter the dollar amount being transferred and choose the type of transaction. Interfund loans are transfers that are expected to be paid back. Interfund transfers are not expected to be repaid. Interfund payments repay an Interfund Loan. The amount entered must be a positive value.
  • Select the “From Fund” and the “To Fund” funds. Again, keep in mind that the “From Fund” cannot be a restricted or temporarily restricted fund.
  • Select the bank account identifying where the money resides. Normally, the “Transfer To” account will be the same as the “Bank Account To Use”, however, by choosing a different bank account the system will automatically credit the “Bank From” account and debit the “Transfer To” account. This provides the additional benefit of transferring money from one fund to another and from one account to another within a single transaction.
  • When all information has been entered, press the “Post” button. Using the bank account selected, the “From Fund” will be reduced by the amount entered, while the “To Fund” will be increased by the amount entered. The fund dollars will be transferred, even though there may be insufficient dollars in the “From” fund. Account balances will not be affected unless you are also transferring the money to a different account.

One thing you cannot do with the fund transfer tool is perform a transfer of dollars between accounts using the same fund as both the “From Fund” and the “To Fund.” You can, however, perform such an account transfer using the journal entry tool. Next time, we’ll take a look at account transfers.

 

Filed Under: Finance Tagged With: account transfer, church management software, cloud computing, fund transfer

Staying Safe Online and Our 2013 Security Improvements

October 16, 2013 By Jay Leave a Comment

Before we announce the new 2013 changes, we wanted to share some insight on online security. This information can help keep you safe in any application you may use – email, websites you visit, and so on.

Church Software Security for the Data
Photo Credit: kjetikor

Many users don’t give online security much thought. However, without knowing the basics, a person can be vulnerable when they are online. When we don’t make informed decisions about online security, many areas of our everyday lives (e.g. social networks, online financial records, email) are at risk from attackers.

Below are some common security attacks.

  • Social engineering. This is when someone tricks you into giving them information they shouldn’t have, such as someone pretending they are from Icon Systems and asking you for your password. Another example is phone scams where people call you and tell you that you won something and they need your social security number to claim the prize.
  • Password cracking. This can happen in a couple ways: either (1) you choose an easy password to guess, and someone programmatically runs code to break the password or just guesses it (this is easier than you think) or (2) an attacker compromises the computers where the passwords are stored, and then decrypts them. We encourage all users to use strong passwords.
  • Cross site request forgery (CSRF) – a.k.a. “tricky links”. Be careful what you click on! CSRF is when you click a button/link on one web site, and it actually does an action on another website pretending to be you. For instance, say you are logged into IconCMO, and click in an email or website that says, “Look at my cat!” A successful attack could do anything that the user can do in IconCMO – including adding users so that the attacker can get into your account.
  • Injection style attacks. This is when attackers of a system gain direct access to the back-end database by entering in database commands (malicious code) instead of the usual data through a text box on a website. This is one of the most common attacks on websites that are database driven and the chances of the person being caught is low compared to the high value of the information that can be taken.
  • Secondary attacks. It’s easy to think, “I don’t worry about people getting into account ‘x’ of mine online because I don’t have anything important there.” The trick is that a chain is only as strong as its weakest link. If an attacker found out your password to an insecure site, and you used that same password for your email account, chances are they now have access to your email, too. And, if they have your email, perhaps they could use a password reset to gain access to your online banking account. This is how they work their way up from the weakest link in the chain to the strongest link and most important – your online financial accounts.

While we have always taken data security very seriously since IconCMO was publicly released in 2003, technology is always changing. Icon Systems must ensure necessary precautions are taken each year to protect our clients’ most valuable asset – their data. We have been especially busy behind the scenes improving the security in IconCMO over the past several months.

We are happy to announce the 2013 data security changes.

For user experience we improved the following:

  • IconCMO will accept the login phone number formatted any way the user types it in, including special characters like dashes or parentheses. As long as the numbers, user ID and password are right, you can access your data. We ignore all special characters now.
  • We improved some inconsistencies with exporting data in various modules across the system when a user has Read Only Access.
  • We improved some of the messaging on the system’s screens that the users see if they have Read Only Access.
  • To ensure system continuity, the system will notify you when your system is 3 days from expiration. This helps to ensure the system does not expire on you over a typical weekend.

For overall system security we improved the following:

  • We improved the tracking of logging users that access the church’s database.
  • IconCMO has added a time delay if a set number of log-in attempts have failed, which deters attackers who can guess thousands of possible passwords every second.
  • We improved the storage of passwords by using a sophisticated algorithm. In the unlikely event someone gains unauthorized access to the database the hacker would not be able to decode the algorithm.
  • With the improvements of password storage even Icon Systems employees cannot determine a user’s password. If the user loses their password, the only way for them to recover it is to use the forgot my password link that is will automatically generate an email.
  • Important: Please keep your email address up to date on IconCMO in the Organization → Preference → Personal screen.
  • We improved the method in which your digital footprint is cleared from the server when you log out.
  • We improved the protection against CSRF-style attacks. (CSRF: Cross Site Request Forgery)
  • We improved IconCMO security protocols to prevent SQL injection type attacks.
  • All of these changes and many more are incorporated into the main IconCMO church software system, the support forum, the API’s for 3rd party add-ons, the parishioner’s module, and the multi-site church management systems. All of these improvements are in addition to our security protocols that are in place already which can be read here.

Below you will find some resources if you want to find out more about specific types of security attacks.

  • Password Cracking – How to create strong passwords.
  • Social Engineering – A story on how social engineering can work.
  • CSFR Attacks – How these types of attacks are carried out and how to prevent it.
  • SQL Injection – What is it and how to prevent it. (Keep in mind this is just one type of injection attack.)

 

Filed Under: Tech Tagged With: church management software, church technology, cloud computing, online security, saas, web-based

Trust and Terabytes

April 26, 2013 By Jay Leave a Comment

At Icon Systems we value our clients’ trust. Churches trust us to ensure their data is secure, reliable, and always accessible.

We wanted to inform our clients that in 2013, we have replaced every server that the IconCMO application runs on for our clients. We have also replaced the servers for the blog and website.

All the servers that are in the current setup have a terabyte (TB) or more of data storage.

church management software server update
Note: this photo was taken by Ronnie Garcia. It is not a photo of actual Icon Systems servers.

Some fun facts to give everyone an idea of how much 1 TB is:

  1. 50,000 trees made into paper and printed is equal to 1 TB.

  2. Having 1,000 copies of the full edition of the Encyclopedia Britannica is equal to 1 TB.

  3. 1 TB can hold a million minutes of MP3 music.

  4. 1 TB can remember 8,000 times more data than the average human.

  5. Wikipedia’s raw data dump of the entire site on Jan 2010 was 5.87 TB’s.

  6. The first 20 years worth of observation by the Hubble Space Telescope amassed a little more than 45 TB’s of data.

  7. As of April 2011, the Library of Congress has collected about 235 TB’s of data total and adds about 5 TB’s per month.

Now that we have established that a TB is a lot of data, rest assured Icon Systems has numerous servers that make up the entire server architecture to house each clients’ data. This means our clients have at their disposal many TB’s of space to use on IconCMO.

In addition to the hardware updates, we also updated all the software that is used to create the reports, the servers’ operating system, and other programming tools to the latest version available. With these software updates for the report generation and other tools, our programmers will be able to deploy faster solutions on the system.

After all the software was updated, we migrated all of our clients’ databases to the new servers including the backups. Once we migrated the data and planned the roll over in the wee hours of the morning, it only took 10 minutes to physically switch out all the servers in the data warehouse!

Our commitment to our clients is paramount and with these improvements to IconCMO, we hope our clients know we are on their side.

Filed Under: Updates Tagged With: church management software, church technology, cloud computing, web-based

Quarterly Meetings – What Reports Do You Need?

March 9, 2013 By Robert 6 Comments

IconCMO Quarterly Reports
Photo Credit: dantaylr

Around this time of year, church boards often have their first quarterly meeting and review the financial aspects of the church. Church accounting systems like CMO offer a great variety of financial reports to review just about anything you could think of, but what are the main reports that treasurers and financial secretaries should provide for board review? What reports are essential to clarifying the financial health and activity of the church so that the church leaders can make informed decisions?

To have a clear picture of the church’s finances and to make informed decisions, church leaders need reports that show them
1. what’s happening in funds
2. details about expenses and revenues for the quarter
3. a clear overall picture of the financial position of the church – the net worth of the organization, the total liabilities, total assets, etc.

Essential Reports

Below are three IconCMO reports (found in General Ledger: GL: GL-Reports) that can clarify and summarize the church’s financial position and activities.

1. Statement of Activities
This report works like a Profit and Loss (for all you for-profit accountants). It shows revenues for each revenue account, expenses for each expense account, and total net revenues after expenses are taken out. The report should be run for all funds combined to see the overall expenses and revenues of the church, and it can also be run for specific funds of special interest for the meeting (maybe to see how a new Capital Campaign fund is doing). You can set the report’s date range to cover activities for the first quarter of the year.

Click here to see Statement of Activities

2. Change in Net Assets – 2
This report gives a summary of the balances of each fund and the money coming into and out of each one. It also shows any transfers between funds – an important transaction type that won’t show up on the Statement of Activities. Again, you can set the report’s date range as needed.

Church Management Online Change in Net Assets 2

3. Statement of Financial Position (Balance Sheet)
This report shows the overall financial health of the church – total assets, total liabilities, total net assets ( = total assets – total liabilities). There’s no date range for this report, just one “as of” date because this report gives a “snapshot” of the financial position of the church as of that date. Again, the report should be run for all funds combined, and can also be run to see the financial position of any funds of particular interest.

Click here to see Statement of Financial Position

Filed Under: Finance Tagged With: church management software, cloud computing, fund accounting, non-profit

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