ChurchBook/DataBase (CBW5)

ChurchBook/DataBase (CBW5) is designed to simplify processing of Offerings, automatically crediting church families and adding it to funds within (bank) accounts.  Expenses can be handled via simple Accounts Payable and written on checks, ensuring posting of expenses accurately and promptly.  Statements to contributors can be generated at any time.  Records of individual members and activities can be used to generate reports and mailings.  (See the bottom of this page for testimonials.)  

Price : $150.00

CB/DB uses advanced “Switchboards” to allow you to go to the function that you want. The Main Switchboard allows you to choose to go directly to the most frequently used applications (e.g. Offering Processing) or to secondary switchboards such as Accounts Payable/Check Writing, or Accounting Tables, etc.

Church Membership

In CBW5, Families are the basic units. Pledge/donation accounting is based on the family, and most correspondence is to the family. Each family may have records established for individual members to manage their status as to baptism, confirmation, age, anniversaries, and the church activities they engage in. Provisions are made for the inclusion of both family and member photos for the production of photo and or telephone directories. These member data elements allow the generation of parochial report statistics, along with the financials that are inherent in the program.

Table DataRelationships

All tables containing references to data in "related" tables have "referential integrity" defined such that you are not allowed to "orphan" any records by deleting parent records. For example, you cannot delete a family record if any gift or member records refer to that family.


Church accounting starts with the definition of its assets, i.e. its property and financial accounts. All Assets Accounts (e.g. Main Checking Account) are subdivided into Fund (e.g. General Operations) and Liability Accounts (for withholdings and mortgages). Each Fund and Liability account has Income (e.g. Pledged Offerings) and Expense (e.g. FIT Withholding) Accounts linked to it to designate the intent of the income sources, and where the funds moneys are spent. CBW5 reporting traces all income through account balances and eventually to expenditures. Budgets are established and tracked at the Income/Expense Account levels, and summarized by Groupings (e.g. For Building Fund). These account definitions and Access-defined relationships relieve the user of double entry requirements.

Income Function

Each church defines its own Income Accounts, and defines how to summarize groups of accounts. Income is recorded through a user-friendly Offering Process: the donor is selected from a list of all Families (or Envelope Numbers), the reason from the list of all Income Accounts, the Amount, and How and Date Given, and any comments (Visitor Name?) as required. The daily Register is produced, and quarterly or monthly statements are available at any time.

Expense Function

Each church defines its own set of Expense Accounts and suppliers/employees. The church can set up Accounts Payable records which feed a check writing process, with particular emphasis on simplifying recurring expense payments; alternatively, check written outside the system can be entered.


A Bank Reconciliation process is built into the system which allows the user to validate the deposits (and credit memos) and the checks cleared (and debit memos) against the latest bank statement.

Payroll Support

CBW5 does not calculate gross-to-net payrolls, but it is set up to allow the setting up of payroll checks with the gross and withholdings pre-established. CBW5 will print the checks and furnish the payroll distribution reports and create tax reporting reports and forms.


The Tools menu includes such helpers as Mortgage Calculator and FICA Calculator, and forms that allow the churches to define their own report grouping categories.


The Report selector allows the user to select pre-programmed reports from a menu of report types and titles, such as "Monthly Accounting" and "Labels", and the tools to isolate specific families, members, and accounting accounts. Most reports are available at detail and summary levels.

ChurchBook/DataBase (CBW5.mde) is designed with easy-to-use Microsoft User Interface. Please click on the imbedded links to see examples of some of the more important functions:
bullet You Install quickly.

This form must be filled out before downloading the product, which is the production version of CBW5.  There is no charge for downloading.  Please note that you must have a copy of Microsoft Access 2002 (XP) or later to run the program.  If you are on a Windows Vista system or later, there is an “Access Runtime” program you can download (free) from Microsoft.  Unfortunately, Microsoft no longer supports the Runtime program for Windows XP / 2003.

After submitting this registration form (Click on “Send” button”) you will be forwarded to the actual download page. There you select the download option (including obtaining a free copy of Access Runtime 2010).  The package will be downloaded to your computer.  After saving the file (SetupCBW5.exe), execute it to install it.  You can then open the demonstration program by clicking on the CBW5 icon on your desktop.

Your Name (required)

Your Church Name (required)

City, State, Zip(required)


Your Email (required)

Your Message

The CBW5 Help document is available to anyone who wants to study ChurchBook/DataBase (CBW5).

For the HTML version, click here:

For the PDF version, click here:

These files are zipped in order to allow you to download them. You will need to unzip them upon downloading.

The unzipped file names are CBW5Help.chm and CBW5Help.pdf.

You should tell your browser to download them into your MyDownloads folder. Then do the following:

  • Locate the zip files in the downloaded folder.
  • Right click on the zipped file name.
  • Select “Extract All”
  • Instruct the Extraction Wizard to unzip the contents into the folder “c:\CBW5” to enable you to use it with your CBW5.mde program.

The .chm (Compressed Hypertext Markup) file can be viewed with an internet browser (Mozilla Firefox or Microsoft Internet Explorer).

The .pdf file can be viewed with an Adobe Reader (free).

CBW5 Movies


Startup Tools

Using Windows Explorer Windows Explorer (WE) is used constantly in upgrading/updating CBW5, and zipping files for support. This movie explains how to open WE and how to set the proper parameters in WE for these uses.

The Calendar Form CBW5 uses dates called “Current Date”, “Current Month” and “Current Year”. All are set via the Calendar form, and are needed for dated transactions or “reports”. This shows how it works.

Report Selector shows how to identify, locate, preview, and print reports by first selecting the type of report and then the specific report of that type.

Data Tables

License Status Form shows how the LSF is used to advise demonstration users of the remaining time on their 60 day trial and how to enter the License Key when it is received

The Main Switchboard shows how to navigate between switchboards and the forms that are used to enter data or execute transactions.

Navigating Within Forms explains the conventions used in CBW5 to move around in forms, the various objects on forms and how they are used. These conventions, when understood, simplify usage of CBW5 and prevent inadvertent error conditions.

Family Data shows how the family record form is laid out, and linkages it creates to sub forms relative to each family and family record.

Members Data explains how members are linked to families, but can be looked at separate from their families. Rules for entering types of data.

Activities shows how to create a table of the activities (programs) supported by the church, and how to link members with those activities, and the activities with members.

Pledges – General explains the details of entering pledges for General Operations support, including required date settings and copying if current year pledge.

Pledges – Building Fund explains how Building Fund pledges are set up and recorded to track multi-year pledge drives. How to close one building fund and start another.

Envelope Number Assignment shows how to assign envelope numbers to family units, and how to bring forward, if desired, last year’s envelope number assignment to this year.

Accounting Tables

Accounting – Chart of Accounts demonstrates the hierarchy of Assets, Funds (Liabilities) and Income (Expense) accounts, and how each of the lower levels links itself both with its parent account and its purpose, i.e. what type Income/expense it is.

Asset Accounts defines Assets as used in CBW5, explains what information is needed, and how to establish original opening balance as sum of the Funds and Liabilities included in the Asset.

Fund Accounts defines Funds as logical subdivisions of Assets, and demonstrates how to establish the linkages to Assets and MegaFunds, and provide for the Income and Expense Accounts that will increase and decrease the funds’ opening balances.

Liability Accounts explains the two types of liabilities handled by CBW5, and how to link liabilities to the proper Asset, and to Expense and Income Accounts related to the liability.

Income Accounts demonstrates how to set up a new Income Account, and link it to the correct grouping category and fund. Also how to specify a user grouping category and establish a budget for that account.

Expense Accounts demonstrates how to set up a new Expense Account, and link it to the correct grouping category and fund. Demonstrates how to link capital purchases to affected Fund account. Also how to specify a user grouping category and establish a budget for that account.

Budgets shows how to enter budget figures for all income and expense accounts, and spread them over 12 months using a set of spread codes that handles any desired spreading technique from “equal monthly” to “like last year”.

Transactions in CBW5

Processing Income demonstrates the use of the Offering Input form and explains how the sequence of fields is managed to make the input most efficient.

Accounts Payable shows how to use the A/P form to establish or update payables records for bills due. First step in writing checks.

Accounts Payable Monthly Review shows how to review all payables that are or should be due for payment in the Current Month; how to select or deselect them for check writing, and how to update the due amount if needed.

Check Writing demonstrates the 3rd step in creating checks on the system. Shows how to select A/Ps for processing, and how to control check numbering and dating. Explains error messages you might encounter.

Manual Check Entry demonstrates how to use the Manual Entry of Checks function to enter checks written apart from the CBW5 system; it is based on using the Accounts Payable table records to generate check records in the tChecks table.

Register of Services demonstrates use of the DataSheet view of a table to allow you to enter a description and counts for all services, any number per day. Is not to take place of the manual register, but allows automation of counts for analysis and year-end reporting.

Scheduling – Lectors and LEMs explains the tables that are used in creation of scheduling Lay Readers and Lay Eucharistic Ministers for all the Sundays in a given year. Explains the sequence of assignments and how to set up members for the assignments.

Reconciliation of Bank Statement demonstrates the use of the Reconciliation process, and points out how it is to be used, and the structure of the system itself in order to explain why things need to be done as recommended.

How to do Things

Backup and Restore explains the front-end/back-end architecture of CBW5, and shows how to do various levels of backup of the back-end file cbw5_be.mdb; then how to copy the backed-up copy to replace a damaged back-end file.

Capital Purchases explains and demonstrates how to set up asset, fund, and expense records in order to make capital purchases and have them properly recorded on the books of the church.

Mortgage Payments explains how to set up a new mortgage as a liability, how to process the actual loan amount, and how to set up the repayment of principal and interest.

Prepayment of Next Year Pledge shows the setup of an income account to handle prepayments, and the transactions in both years required to handle IRS-driven and church-driven requirements.

Prior Year Pledge Payment explains how to handle “December” offerings received in “January”.

Reconciliation of Bank Statement demonstrates the use of the Reconciliation process, and points out how it is to be used, and the structure of the system itself in order to explain why things need to be done as recommended.

Updates and Upgrades – Download demonstrates how to find and download the CBDBUpdate.exe programs, and when necessary, to execute the UpgradeN.mdb program to upgrade the database file cbw5_be.mdb.

Zip and Unzip a File (cbw5_be.mdb) demonstrates how to zip your cbw5_be.mdb file and send it to ChurchMouse Development for assistance.


We have used ChurchMouse for many, many years and we have had the utmost support whenever we needed it.  Keep up the good work!


CF at GSAC in NY State

I have been so pleased with this program.  The tutoring and help sections are great.  On the rare occasion I need additional support, ChurchMouse has been prompt in returning my call and assisting me with my concerns.  I would definitely recommend ChurchMouse!

JO at TEC, Iowa

We gave been very happy with our ChurchMouse software.  We have received quick and friendly support in order to address any need or concern we have.  We will continue to use ChurchMouse software and I have recommended it to others.

FrN at StAEC in NY State

I have been amazed at all that Church Mouse can do.  An excellent program and even better support.

NP at HSEC, West Texas

I find ChurchMouse easy to use.  Customer service is available when needed, both on the Internet and phone.  Our church has been using it for 8 years and it continues to fit our needs.

MT at CC, NY State

ChurchMouse is always there, willing to assist, no matter what!

HF at StM’s, Alaska

You are so kind and always give great help.  Real customer service :-).  I like to think it is with a smile, too!

KN at StTEC, Georgia

Always patient with my limited computer knowledge and talks me right through any problems.

PLP at StJ’s, West Virginia