PROPOSAL · GHANA · SEPTEMBER 2026
GraceHub replaces the attendance book, the offering ledger, the WhatsApp broadcast list and the secretary's notebook with one record per member — installed on the church's own hosting, so the congregation's details never leave the church.
Prices in Ghana Cedis. Indicative, and confirmed in writing after a short scoping conversation about size, branches and what the church already has on paper.
01 · THE PROBLEM
Almost every church already keeps records. The attendance book is marked, the offering is counted and written down, the baptisms are in a register. The difficulty is that none of it can answer a question on a Tuesday afternoon.
The attendance book holds the answer, but only by reading twelve Sundays and comparing them by hand. So nobody reads it, and families drift away unnoticed.
Cash was counted correctly every week. Adding up a year of it, per fund, and saying who has paid their levy and who has not, is an evening's work with a calculator.
One long-serving member knows every family in the church. That knowledge is not written anywhere, and it leaves when they do.
02 · THE ALTERNATIVES
Both are reasonable places to start and both are where churches get stuck. It is worth being plain about where each one stops.
| What happens when | Book & spreadsheet | A hosted church app | GraceHub |
|---|---|---|---|
| A family stops attending | Noticed eventually, if someone reads back through the register. | Usually flagged, if attendance is entered every week. | A named list every Monday, and each name becomes a follow-up task with an owner. |
| The pastor wants a report | Written by hand the night before the meeting. | Generated — often including the giving figures. | Generated, and the pastor's copy has no money in it unless they also hold the treasurer role. |
| The church levies its members | A ruled exercise book with part-payments in the margin. | Rarely supported. Dues are not a Western concept. | A first-class feature: assessment per period, exemptions, part-payments, and a WhatsApp reminder carrying the exact balance. |
| Someone asks where the data is | In the office, in a cupboard. | On a company's servers, usually abroad, under their terms. | On the church's own hosting, in the church's own database. Download all of it as one file, any time. |
| The church stops paying | Nothing changes. | Access ends and the data is held until it is exported, if it can be. | The installation is the church's. Support and updates stop; the system and the records do not. |
| A child is collected | Whoever is at the door recognises the parent, or does not. | Often not covered at all. | A one-time pickup code issued at check-in and required at collection, with allergies and guardians on the leader's screen. |
| The bill arrives | None, until something is lost. | Per month, per church, in dollars, on their schedule. | Per month in cedis, or a one-time installation on the church's own server with a small yearly maintenance fee. |
03 · SCOPE
Everything listed here exists and runs now — this is not a roadmap. Which parts a church receives depends on the package; the rest are switched off in Settings and disappear.
PEOPLE
One record per person with photo, phone, status, department and history. Households group a family under one roof.
Parents, children, siblings and spouses across the whole church, drawn as a tree. Those who have died remain, marked in memory.
First visit to new convert to membership class to member, with nobody quietly lost between the stages.
A printable church directory, birthday months, and a three-step import that reads the register you already have in Excel.
GATHERING
A tablet at the entrance. Members find themselves by name or phone and tap once. Guests counted beside them.
Service, group and class registers, head counts, twelve-service trends, and an absence list that becomes work.
Rooms by age, one-time pickup codes, allergies and medical notes, and a log of who released each child.
Workers and rosters; membership class, new converts and baptism class with lessons, attendance and certificates.
CARE AND WORSHIP
Who has drifted, who needs a visit, who is newly bereaved, and a shepherding list of who carries whom.
Requests, tasks, segments and a care queue, each with an owner and a date rather than a good intention.
Service plans, a song library that exports as plain text into EasyWorship, and a sermon archive by series and scripture.
Written once and sent over WhatsApp, with Ghanaian numbers normalised so 024… and +233 24… reach the same person.
MONEY AND RECORDS
Tithes, offerings, funds, pledges and projects, per person or as anonymous cash, with statements.
An assessment per period, the liable list worked out rather than typed, exemptions, part-payments and printable sheets with a signature column.
Baptisms, child dedications, weddings and funerals, with printable certificates and register pages.
Attendance, membership, departments, classes and giving — printed or exported, and filtered by what the reader is allowed to see.
RUNNING IT
Ten roles from administrator to member, plus per-person privileges on top, enforced on the server.
Authenticator app, QR setup, recovery codes and an administrator reset. Built in, not an add-on.
Several locations under one church, members assigned to theirs, and reports per branch.
The whole database downloaded as one file whenever you like, and an append-only record of who changed what.
04 · WHO USES IT
Nobody is shown a screen that belongs to somebody else's job. This is the part churches hesitate over, so it is the part that is enforced most strictly.
Everything, including accounts, the activity log, backups and which capabilities are switched on.
Oversight of the whole church including giving figures — but cannot move money or manage accounts.
The register, pastoral records and the diary. No giving figures at all.
Giving, funds, pledges, budgets, dues and expenses. Cannot edit the membership register.
The office: register, events, announcements and messaging. No giving, no funerals.
The door: attendance, child check-in and service head counts. Nothing else.
Songs, service plans, sermons and announcements.
Their own group or department, its attendance and its roster. No giving, no medical notes.
Their own giving, the events diary and prayer requests. Nothing about anybody else.
05 · PRIVACY & SECURITY
Phone numbers, family relationships, giving history and children's medical notes sit in this system. How they are protected is a commercial question, not a technical footnote.
Serve the site over HTTPS and no password ever crosses the network in the clear.
06 · DEPLOYMENT
A cPanel account with PHP — the kind a church already buys for its website, from about GHS 400 a year. No special server, no cloud account, no third-party services.
No app to install on anyone's phone. It opens in the browser and can be added to a home screen. No internet connection is required inside the building beyond reaching the site.
Either the church's own hosting account, or ours. On the church's own account, the database is the church's property from the first day.
07 · COMMERCIALS
Monthly on our hosting, or a one-time installation on the church's own hosting. Figures below are indicative and confirmed in writing after scoping. Pay for ten months and get twelve on any annual plan.
A single congregation putting its register on a computer for the first time
GHS 180per month
Up to 300 members · 1 branch
Annual GHS 1,800
A church running departments, classes and a children's ministry, and collecting dues
GHS 450per month
Up to 1,500 members · 3 branches
Annual GHS 4,500
A multi-branch church or a denomination headquarters
GHS 780per month
Unlimited members · unlimited branches
Annual GHS 7,800
A church that wants the installation and the database to be its own property
GHS 6,500one-time install
Then GHS 2,400 a year for updates and support
Year one GHS 8,900
Every plan includes setup, the church's logo and colours, importing the register you already have, and training for the secretary and the treasurer. There is no separate implementation fee on the monthly plans.
08 · COMPARISON
| Feature | Starter | Growth | Ministry | Own server |
|---|---|---|---|---|
| Monthly | GHS 180 | GHS 450 | GHS 780 | — |
| Members | 300 | 1,500 | Unlimited | Unlimited |
| Branches | 1 | 3 | Unlimited | Unlimited |
| Members, households, family tree | ✓ | ✓ | ✓ | ✓ |
| Door kiosk & attendance | ✓ | ✓ | ✓ | ✓ |
| WhatsApp announcements | ✓ | ✓ | ✓ | ✓ |
| Giving & funds | — | ✓ | ✓ | ✓ |
| Dues & levies | — | ✓ | ✓ | ✓ |
| Child check-in & pickup codes | — | ✓ | ✓ | ✓ |
| Departments & classes | — | ✓ | ✓ | ✓ |
| Pastoral care & shepherding | — | ✓ | ✓ | ✓ |
| Baptisms, weddings, funerals | — | ✓ | ✓ | ✓ |
| Worship & EasyWorship export | — | — | ✓ | ✓ |
| Projects & building funds | — | — | ✓ | ✓ |
| Per-branch reporting | — | — | ✓ | ✓ |
| Two-factor sign-in | ✓ | ✓ | ✓ | ✓ |
| Downloadable backup | ✓ | ✓ | ✓ | ✓ |
| Database owned by the church | — | — | — | ✓ |
| Priority support | — | — | ✓ | ✓ |
09 · ADD-ONS
| Service | Indicative price |
|---|---|
| Additional branch beyond the plan | GHS 90 / month |
| Bulk SMS sending (mNotify) | From GHS 600 setup + credits |
| Online giving through Paystack or MoMo | From GHS 2,500 |
| Typing up an existing paper register | From GHS 1,200 per 500 members |
| Custom certificate and letterhead design | From GHS 800 |
| Extra training session, on site in Accra | GHS 700 per session |
| Denomination wording (Guilds, PCC, Mass) | From GHS 1,500 |
| Moving from our hosting to your own | GHS 3,500 one-time |
10 · GETTING STARTED
Most of the time is not technical. It is reading the register the church already keeps and agreeing who is allowed to see what.
The church's name, logo, colours and branches. Accounts created for the pastor, the secretary and the treasurer, with roles agreed.
The existing list imported from Excel or typed up. Households and family relationships linked. Departments and their workers entered.
Two sessions: one for the office on members, attendance and announcements, one for the treasurer on giving and dues.
The kiosk at the door, the children checked in, the offering recorded on the day. Somebody on the phone throughout.
What is being used and what is not. Capabilities that are not wanted are switched off so the menu stays short.
Phone and WhatsApp during working hours. Updates applied as they are released, at a time the church chooses.
11 · YOUR DATA
Download the complete database as one file at any time, including while the plan is active. If the church leaves, that file is handed over and the account is closed. Nothing is held back.
Nothing happens. The installation and the database are the church's. Support and updates end; the system keeps running exactly as it is.
The data is never sold, never used to train anything, and never shared. It is a congregation's names, phone numbers and giving — it belongs to the church and to nobody else.
12 · NEXT STEP
Bring the attendance book and last month's offering figures. We will put them in during the meeting and print the report the board would see.