How to choose church management software in Portugal (checklist)
- Software
- Decision
30-second summary
- Choose by what your church does every week (recording people, issuing receipts, planning rotas), not by what the demo shows.
- Insist on public pricing, find out whether there is a fee on donations, and make sure you can export your data whenever you want.
- Check GDPR (where the data is and the processor agreement) and Portuguese obligations: donation receipts and Modelo 25.
- Ask for a demo with your own case and test it for a week before deciding.
For churches in Portugal. Choose software by what your church does on a Tuesday, not by what the demo shows: who records people, who issues receipts, who schedules rotas. Ask for public pricing, make sure you can export your data, and confirm it meets the GDPR and Portuguese tax obligations. The 12 questions below are enough.
Before comparing: three questions just for you
- Who will use the system? Office, treasury, group leaders, volunteers, members? Each role needs different access.
- What do we do today on paper, in spreadsheets or in messaging groups? That is what the software has to replace.
- What hurts most? Receipts? Rotas? Donations? Communication? Start there.
The 12-question checklist
- Is the price public and tiered?
- Why it matters: Avoids surprises when the church grows.
- Red flag: “Ask for a quote” with no reference.
- Does it take a fee on donations?
- Why it matters: It is the church’s money leaving with each gift.
- Red flag: A percentage of tithes on top of the payment processor’s fee.
- Is there a lock-in or a set-up fee?
- Why it matters: Freedom to leave.
- Red flag: A 12-month contract, an installation fee.
- Can I export everything?
- Why it matters: The data is yours.
- Red flag: It only exports “a report”.
- Where is the data and who processes it?
- Why it matters: Religious data is a special category.
- Red flag: No processor agreement or sub-processor list.
- Does it give role-based access?
- Why it matters: The treasurer does not need to see prayer requests.
- Red flag: Every user sees everything.
- Does it issue donation receipts and help with Modelo 25?
- Why it matters: It is an obligation in Portugal.
- Red flag: Only generic receipts, no NIF.
- Does it accept local payment methods?
- Why it matters: card, SEPA direct debit and MB WAY.
- Red flag: Cards only.
- Is it in European Portuguese and in euros?
- Why it matters: Volunteers and members use it every day.
- Red flag: Brazilian terms, amounts in dollars.
- Must members install an app-store app?
- Why it matters: Less friction, fewer drop-outs.
- Red flag: Requires an app-store account for each person.
- Does support answer in Portuguese?
- Why it matters: When it fails on a Sunday, it helps.
- Red flag: An English-only form.
- Can I see the product with my own case before subscribing?
- Why it matters: You only see it in use.
- Red flag: A generic demo that does not answer your questions.
How to test in one week
If the provider gives you an evaluation account, or after the demo and guided set-up:
- Import 20 real people (with permission) or create test records.
- Create an event, a rota and a group.
- Record a donation and issue the receipt.
- Invite a leader and a volunteer and see whether they manage without help.
- Export everything and open the file.
If any step needs a call to the provider, note it. Support counts as much as the product.
Questions to ask in the demo
- “Show me the screen of a member with the most sensitive data. Who can see it?”
- “What happens to my data if I cancel?”
- “How much does a church twice my size pay?”
- “What fees exist on top of the plan price?”
When free is enough
A small church can start on a free plan, as long as the limit is clear and leaving is easy. The risk is not paying little, it is being stuck: confirm that you can export and move.
Where Brado fits
Brado combines website, member app and management, with public prices in euros and no lock-in on monthly plans: Grow costs €29 a month up to 250 members and Build (Recommended) €69 a month up to 1,000 members and 3 campuses. The Network plan, for several churches, is on request, and there is a Founder price of €24 a month. VAT depends on the country and is confirmed in the proposal. Brado takes 0% commission on donations; the payment processor’s fee is passed on at cost. Your data stays in the EU. Start by booking a demo of 30 minutes, followed by guided set-up. See the details on Pricing and what each module does on Platform.
Also read the guides on GDPR in a church, Modelo 25 and cash limits and receipts.
This is general information, not legal or tax advice.