5 Common Problems with Church Software

When you’re picking church software, you’ve got questions. Maybe it’s “Why is this so hard to use?” or “Can we even afford this?” You’re not an expert in tech—you’re focused on ministry—but you need answers to make a smart choice. We get it. So, let’s tackle the five big questions churches ask about software and give you clear, practical solutions to match your needs.

1. “Why Is This Software So Hard to Use?”

You’ve probably been there: a volunteer tries to log in, can’t figure it out, and gives up. Church software often comes loaded with features, but if the interface feels like a puzzle, your team won’t use it. That’s a real problem when you’re counting on it to save time.

Here’s the Answer: Look for software that’s built with you in mind—simple, intuitive, straightforward. It’s not about having every bell and whistle; it’s about what works for your staff and volunteers. Ask the provider, “How easy is this for someone who’s not tech-savvy?” Then, set up some quick training to get everyone comfortable. A little effort now beats endless frustration later.

2. “Will This Work With the Tools We Already Have?”

Your church runs on more than one system—think accounting, email blasts, event sign-ups. If your church management software doesn’t connect with those, you’re stuck copying data by hand or losing track of info. That’s not efficiency; that’s a headache.

Here’s the Answer: Choose software that links up with what you’re already using. Ask, “Can this pull in data from a CSV file or send out a PDF?” You need a tool that fits into your workflow, not one that forces you to start over. Check those integration options—it’s a game-changer.

3. “Can We Use This on Our Phones?”

Your team’s on the go, and your members are too—checking updates or signing up for events from their phones. If the software doesn’t work well on mobile, you’re cutting off access for a lot of people, especially the younger crowd.

Here’s the Answer: Make sure it’s mobile-ready—either with a design that adjusts to screens or a dedicated app. Test it yourself: pull it up on your phone and see how it feels. And ask, “Are there extra costs for mobile?” Some options, like Planning Center or Breeze, charge differently for apps. The B1 Mobile app from ChurchApps? It’s easy to set up and works seamlessly with our tools—no fuss.

4. “How Much Is This Really Going to Cost?”

Budgets are tight—you know that better than anyone. Some software looks affordable until you add in fees for extra users, support, or storage. You’re left wondering, “Why didn’t they tell me this upfront?”

Here’s the Answer: Dig into the pricing and don’t settle for surprises. Ask, “What’s the full cost for everything we need?” Compare your options—cloud-based plans can flex with your size, and open-source might save you big. Rock RMS is great for larger churches and suggests a donation scale. ChurchApps runs on donations too, keeping it open-source and budget-friendly.

5. “What If Our Church Grows?”

Your church isn’t static. Maybe you’re small now, but what about next year? Some software locks you into a rigid setup that can’t keep up when your needs shift—leaving you stuck or shopping again.

Here’s the Answer: Pick something that grows with you—customizable and scalable. Ask, “Can we add features later or drop what we don’t need?” You want flexibility, not a one-size-fits-all box. The right software adapts as your ministry does.

Final Thoughts: Tech That Works for You

You’re asking these questions because you want software that supports your mission, not slows it down. It’s about usability, connection, mobile access, cost, and growth—answers that help you decide what’s best for your church. At ChurchApps, we’re here to meet those needs with open-source tools that put you first. Got another question? Let us know—we’re ready to help.