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Quote Builder for ClerkBooks Desktop Edition

The ClerkBooks Desktop Edition consists of:
Click each header for a full description.

QuickBooks Software

QuickBooks—the #1 rated small business financial software—can help you get organized, save time, and simplify what you do every day. QuickBooks includes:

  • General Ledger / General Journal
  • Accounts Receivable
  • Accounts Payable
  • Payroll
  • Budgeting
  • Reporting

 

Discount! Cities who already use QuickBooks may qualify for a discount. Ask your ClerkBooks Representative for more information.

Custom QuickBooks File Created Specifically for Municipalities

While QuickBooks is the #1 small business accounting software package, it is not designed for Local Government right out of the box. Therefore, we have created a custom file for Local Government including a Chart of Accounts as recommended by your State Auditor’s Office along with Fund tracking capabilities.

We have also added: a custom payroll system to split wages into the appropriate expense lines and funds; several memorized transactions for non-recurring transactions such as bounced checks, as well as recurring transactions such as property tax deposits; Over 30 custom reports categorized for municipal use; several custom items for utility billing invoices and detailed revenue tracking.

Our custom file works in-sync with our Utility Billing Module and Closing Tools Module. By creating this custom file, we have converted QuickBooks into a full-function Fund-Based Municipal Accounting System.

Discount! The first City in a new State or Country receive additional support at no extra cost. Ask your ClerkBooks Representative for more information.

Custom Payroll

The Custom QuickBooks File expands upon the QuickBooks Payroll System giving you the power to split payroll between different Functions, Departments, Objects and Funds – all on one paycheck!

The system:

•Calculates gross wages from hours or annual salaries.
•Calculates Federal and State Withholdings, Medicare, Social Security, retirement, health insurance, child support and other optional deductions to accurately calculate Net Pay.
•Tracks available Vacation and Sick Time.
•Direct Deposit for paychecks and tax payments
•Federal and State forms completed for you, including Federal and State W2s at year-end
•Print W2s & forms for employees on plain paper
•Reminders for taxes & forms
•24 hour Free support from payroll experts

The Custom File and the Enhanced Payroll Subscription gives you the added security that your payroll is compliant with current tax laws.

(Debit Card, Credit Card, or Direct Bank Draft is Required for Monthly Billing)

Utility Billing

The Utility Billing Module works in connection with QuickBooks. All customer information is entered into QuickBooks, then synchronized with the Utility Billing Module, thus eliminating the need for, and errors of, a dual entry system.

The Utility Billing module features a spreadsheet-like tool for entering in readings manually. The module also syncs with all handheld reader systems such as Badger and Sensus, so you can import bulk readings easily.

The Utility Billing Module calculates usage and rates, including minimum charges and tiered utilization levels, based on multiple customer types. The system also calculates late charges, surcharges and discounts. After making calculations, just one click sends the invoices back to QuickBooks to be printed. QuickBooks then manages all customer payments and deposits.

Closing Tools Module

The Closing Tools Module syncs directly with QuickBooks. With just a push of a few buttons, the Closing Tools Module automatically fixes the “non-fund-friendly” features of QuickBooks.

While our Custom Payroll splits out wages into the appropriate departments, expense accounts, and funds, it can’t automatically split payroll taxes and benefits appropriately. The Closing Tools Module fixes this issue by automatically creating a single journal entry to split all payroll taxes and benefits into the appropriate department, expense line, and fund.

The Closing Tools Module also closes out each month by creating a “fund balance transfer” journal entry to report all net income/net loss in the appropriate fund balance account. This makes it easy to report your change in each fund balance every single month. It also makes it easy to balance and complete your State Annual Report.

The Tools allow you to create a Balance Sheet by Fund report and a Trail Balance by Fund report, both impossible to do with QuickBooks alone. The tool will also, optionally, convert the default “Accrual/Modified Cash Basis” reporting to “Pure Cash Basis” reporting.

NEW! – Will also split payroll taxes & benefits into a Special Revenue Levy Fund different than the Fund the wages are in.

Remote Set-up, Customization, Data Conversion & Orientation

During your remote set-up and customization, we work hand-in-hand with your City Clerk, Finance Officer, and Auditor to make sure that the ClerkBooks Municipal Accounting System is ready to work for your City specifically. While ClerkBooks has the full chart of accounts designed for the largest cities in your State, we work directly with you to scale it back to be applicable and easy to use within your municipality.

All you need is a compatible computer, high speed internet connection, and a phone with hands-free capabilities. We will need remote access to your current systems, as well as access, via text or short phone calls, to your City Clerk, Finance Officer, and Auditor for periodic assistance.

Data Conversion includes importing and converting: customer billing & meter accounts, utility rates, customer beginning balances, sales tax & payroll items, employee records including year-to-date payroll information, beginning bank and fund balances, current fiscal year budgets, and more.

Remote Customization includes: streamlining the chart of accounts, utility bill invoice design, Council report design, and more. We sometimes get a month or two worth of accounting done in the system as well. (depends on timing of install within your current fiscal year)

Remote Orientation includes: access to the training videos during set-up and customization, review of the entire accounting system including the Utility Billing Module and Journal Entry Tool, instructions on where to start working, and more.

We make sure you are comfortable with the system and are ready to start working right away.

(On-Site Set-up & Customization is also available)

Comprehensive QuickBooks & ClerkBooks Training Videos

All of the general training from our 2-Day On-Site Comprehensive Training course compressed into 45 4-10 minute videos. The videos allow you to skip to specific topics as needed. They are great for learning at your own pace, or as a refresher after installation.

Online Searchable Cheat Sheets

Log into our online knowledge base to access step-by-step instructions on everyday accounting tasks. Enter a phrase describing what you want help with and the system gives you the top articles related to your question. You also have the ability to print individual topics as your own personal set of “cheat sheets.”

Council Training

Your Council will have access to 2 hours of video training focusing on understanding the financials, using the financials to make informed decisions, and preventing and monitoring fraud.

Municipal accounting has never been easier!


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ClerkBooks Core Components

The ClerkBooks Core Components consists of:

QuickBooks Software

QuickBooks—the #1 rated small business financial software—can help you get organized, save time, and simplify what you do every day. QuickBooks includes:

  • General Ledger / General Journal
  • Accounts Receivable
  • Accounts Payable
  • Payroll
  • Budgeting
  • Reporting

 

Discount! Cities who already use QuickBooks may qualify for a discount. Ask your ClerkBooks Representative for more information.

Custom QuickBooks File Created Specifically for Municipalities

While QuickBooks is the #1 small business accounting software package, it is not designed for Local Government right out of the box. Therefore, we have created a custom file for Local Government including a Chart of Accounts as recommended by your State Auditor’s Office along with Fund tracking capabilities.

We have also added: a custom payroll system to split wages into the appropriate expense lines and funds; several memorized transactions for non-recurring transactions such as NSF, as well as recurring transactions such as property tax deposits; Over 30 custom reports categorized for municipal use; several custom items for utility billing invoices and detailed revenue tracking.

Our custom file works in-sync with our Utility Billing Module and Closing Tools Module. By creating this custom file, we have converted QuickBooks into a full-function Fund-Based Municipal Accounting System.

Discount! The first City in a new State or Country receive additional support at no extra cost. Ask your ClerkBooks Representative for more information.

Custom Payroll

The Custom QuickBooks File expands upon the QuickBooks Payroll System giving you the power to split payroll between different Functions, Departments, Objects and Funds – all on one paycheck!

The Custom File calculates gross wages from hours or annual salaries. It then calculates Medicare, Social Security, retirement, health insurance, child support and other optional deductions to calculate Net Pay. Vacation and Sick Time are also easy to track. The payroll system gives you the information you need to file your 941 payments and reports online, and prepare your W-2s and 1099s.

Closing Tools Module

The Closing Tools Module syncs directly with QuickBooks. With just a push of a few buttons, the Closing Tools Module automatically fixes the “non-fund-friendly” features of QuickBooks.

While our Custom Payroll splits out wages into the appropriate departments, expense accounts, and funds, it can’t automatically split payroll taxes and benefits appropriately. The Closing Tools Module fixes this issue by automatically creating a single journal entry to split all payroll taxes and benefits into the appropriate department, expense line, and fund.

The Closing Tools Module also closes out each month by creating a “fund balance transfer” journal entry to report all net income/net loss in the appropriate fund balance account. This makes it easy to report your change in each fund balance every single month. It also makes it easy to balance and complete your State Annual Report.

The Tools allow you to create a Balance Sheet by Fund report and a Trail Balance by Fund report, both impossible to do with QuickBooks alone. The tool will also, optionally, convert the default “Accrual/Modified Cash Basis” reporting to “Pure Cash Basis” reporting.

NEW! – Will also split payroll taxes & benefits into a Special Revenue Levy Fund different than the Fund the wages are in.

Remote Set-up, Customization, Data Conversion & Orientation

During your remote set-up and customization, we work hand-in-hand with your City Clerk, Finance Officer, and Auditor to make sure that the ClerkBooks Municipal Accounting System is ready to work for your City specifically. While ClerkBooks has the full chart of accounts designed for the largest cities in your State, we work directly with you to scale it back to be applicable and easy to use within your municipality.

All you need is a compatible computer, high speed internet connection, and a phone with hands-free capabilities. We will need remote access to your current systems, as well as access, via text or short phone calls, to your City Clerk, Finance Officer, and Auditor for periodic assistance.

Data Conversion includes importing and converting: customer billing & meter accounts, utility rates, customer beginning balances, sales tax & payroll items, employee records including year-to-date payroll information, beginning bank and fund balances, current fiscal year budgets, and more.

Remote Customization includes: streamlining the chart of accounts, utility bill invoice design, Council report design, and more. We sometimes get a month or two worth of accounting done in the system as well. (depends on timing of install within your current fiscal year)

Remote Orientation includes: access to the training videos during set-up and customization, review of the entire accounting system including the Utility Billing Module and Journal Entry Tool, instructions on where to start working, and more.

We make sure you are comfortable with the system and are ready to start working right away.

(On-Site Set-up & Customization is also available)

Comprehensive QuickBooks & ClerkBooks Training Videos

All of the general training from our 2-Day On-Site Comprehensive Training course compressed into 45 4-10 minute videos. The videos allow you to skip to specific topics as needed. We give you access to the videos at least 1 week before set-up. They are great for learning at your own pace, or as a refresher after installation.

Council Training

NEW! All City Councils are required to attend an evening of training presented via online webinar. The webinar is live and is tailored to each City specifically. During the webinar we will preview the financial statements with emphasis on understanding the financials, using the financials to make informed decisions, and preventing and monitoring fraud.

Online Searchable Knowledge Base

Log into our online knowledge base to access step-by-step instructions on everyday accounting tasks. Enter a phrase describing what you want help with and the system gives you the top articles related to your question. You also have the ability to print individual topics as your own personal “cheat sheets.”

10 Hours of Support

After set-up and customization, you receive 10 hours of remote support. The minutes are deducted in 5 minute increments and never expire. Our support team can connect into your computer to see the screen you are working in. We will answer any and all questions relating to ClerkBooks including QuickBooks, the Utility Billing Module, or any general accounting questions.

(Additional Support Packages can be added as needed)

 

Municipal accounting has never been easier!


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ClerkBooks Custom Reports

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Pay Liabilities

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Employee Center

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User Support

Welcome To Your User Support Site

Please log in to see the topics on the left

Announcements

3/6/2019: New Council Training Videos We have added two new videos to the Knowledge Base specifically for Councils or Boards. The first video is one hour long and the second is 45 minutes long. The videos focus on understanding and using your financials to help make decisions, catch mistakes and prevent fraud. We strongly encourage all Council Members watch the videos as soon as possible. They must log in with your City’s credentials. Once they log in, they can go to: http://wp.clerkbooks.com/user-support/knowledge-base/ and expand the Knowledge Base, Videos and Council Training menus. This information can also be presented in a live webinar by request. Go to http://wp.clerkbooks.com/user-support/webinars/ to register.


2/6/19: WET and Sales Tax Payments : We have updated the instructions Paying WET and Sales Tax for the State of Iowa. New instructions can be found at: http://wp.clerkbooks.com/user-support/resources/for-iowa-cities/.


1/22/2019: New Tax Tables We have updated the 2019 withholding tables in the Payroll Withholding Excel Spreadsheet on the Links for All Cities in the Resources section. Federal, Iowa, Indiana, Minnesota, Missouri, Nebraska and Oklahoma have all been updated. The file can also be used for South Dakota.


1/7/19: WET and Sales Tax Reporting Tools: We have updated the instructions for setting up WET and Sales Tax for the State of Iowa. New instructions can be found at: http://wp.clerkbooks.com/user-support/resources/for-iowa-cities/. We also have added an Excel spreadsheet to help you calculate the proper amount for reporting your WET and Sales Taxes. This calculator can also be found at: http://wp.clerkbooks.com/user-support/resources/for-iowa-cities/.


1/2/19: Sales Tax Closing Tools Adjustment Error: We are aware of an error occurring while running the Sales Tax Adjustment for the Balance Sheet. This error is caused when either WET or Full Sales is paid in full but not both. We are working on a long-term solution. For now, if you want to run the tool, make sure that all or none of your sales tax is paid as of the closing date. Otherwise do not run the tool and let there be a balance in unclassified. Keep checking these announcements for more information.


12/20/18: W2 and 1099 software The State of Iowa now requires eFiling of W2s. They will not accept paper copies and will not accept the filing done on the SS Admin website. If you have the Enhanced Payroll Subscription you can print and efile everything through the software. The cost is $390 per year plus $2 per employee per month. This includes eFiling and printing of all 941s, W2s, W3 and 1099s onto plain paper, direct deposit for paychecks, and Federal and State withholding tables.

Otherwise, I have prepared a list of suggested vendors that provide software and eFile options for both W2s and 1099s. These software companies provide software for every state, not just Iowa. The list of vendors can be found in the W2 and 1099 Software Vendors section on the Links for All Cities page.


6/7/18: New IOWA WET (Water Service Excise Tax) : As of July 1st, all Iowa Cities must replace Sales Tax on the sale of water with the new Water Service Excise Tax. To do so, we have created a new way to track and report both Sales and Excise taxes. A Cheat Sheet of instructions can be downloaded and printed by visiting: http://wp.clerkbooks.com/wp-content/uploads/WET-2.pdf. Please call and make an appointment if you would like us to help you set this up for or with you. We will be very busy with End-of-Year assistance as well as implementing WET. The earlier you call, the better chance you have of getting a spot in July. We will schedule in the evening and on Saturdays if needed.


5/31/18: New IPERS rates: As of July 1st, the IPERS rates will increase in the State of Iowa. Visit: https://www.ipers.org/about-us/contribution-rates for the new rates. General instructions for updating payroll items can be found at: http://wp.clerkbooks.com/?s=payroll+items.


5/29/18: New IA WET (Water Service Excise Tax): The State Legislature has, in our opinion, slapped the face of every City in Iowa by changing the laws regarding Water Service Sales. As of July 1st Cities in Iowa will no longer receive Local Option Sales Tax on their own water sales. This will drastically decrease your LOST revenue. We encourage everyone to contact their Legislators and urge them to amend the new law to allow you to recover the lost LOST revenue somehow. To find out more about the new law visit: https://tax.iowa.gov/WET. We will also be releasing a Utility Billing Update to accommodate the changes to the tax. Please check back frequently to find out what you need to do to make this switch.


3/14/18: New Support Hour Package Option: We have just created a new 5 hour package. Visit the Shop page for more information. Remember you can see your support history on the Support History page.


2/22/2018: New Tax Tables We have updated the Missouri Tax Tables in the Payroll Withholding Excel Spreadsheet on the Links for All Cities in the Resources section. Nebraska chose not to change their tax tables, so you can keep using the same spreadsheet as last year, or you can download the new version – either way it will be the same numbers.


1/24/2018: New Tax Tables We have updated the Federal 2018 withholding tables in the Payroll Withholding Excel Spreadsheet on the Links for All Cities in the Resources section. Federal, Iowa, Indiana, Minnesota, and Oklahoma has been updated. New Missouri and Nebraska tables have not been released yet. The file can also be used for South Dakota.


1/5/2018: New Tax Tables We have updated the 2018 withholding tables in the Payroll Withholding Excel Spreadsheet on the Links for All Cities in the Resources section. Iowa, Indiana, Minnesota, and Oklahoma has been updated. New Federal, Missouri and Nebraska tables have not been released yet. The file can also be used for South Dakota.


1/1/18: New Utility Billing Features: We have just released a new update for the Utility Billing Module. The new version includes important updates to the NACHA file creation for ACH/Auto Pay Customers. The update also includes a new navigation system for the most common Utility Billing tasks. If you are a customer who uses the NACHA system, please let us know when you upgrade so we can walk you through the changes.


11/8/17: New Closing Tools Features: We have just released a new update for the Closing Tools Module. This update includes 3 major changes. First, it now automatically checks for updates every time you open the program. Second, it prompts you to backup the file everytime you close the program. Third, it splits the Fund Balance Transfer up into two transactions per fund. One transaction is for Total Income and one transaction is for Total Expense. This now allows for a “Treasurer’s Report” for your Council and Auditor. Give us a call and we can add the new report to your Council Reports in your Memorized Reports Menu. Because of the changes, there are some new instructions in the Fund Balance Transfer tool. Please note the changes and give us a call if you have any questions.


1/19/2017: New Tax Tables We have updated the 2017 withholding tables in the Payroll Withholdings Excel Spreadsheet on the Links for All Cities in the Resources section. The file has the new Federal payroll tables and updated tables for: Iowa, Minnesota, Missouri, Nebraska, and Oklahoma. The file can also be used for South Dakota.


5/10/16: ClosingTools.exe – No Disk Error Message. Some Cities get a bothersome error message that pops up when running the Closing Tools. The message warns There is no disk in the drive. Please insert a disk into drive. or something similar. We have finally found a permanent solution to this issue. However, the process involves editing the computer’s Registry. Since the Registry is very sensitive, please call us and we will make the adjustment for free.


5/10/16: New Search Feature We have finally found a solution that allows us to both protect the Knowledge Base and reserve it for ClerkBooks customers only, and still be able to search the protected content. There is now a search bar at the top of the User Support Site Menu Bar. Go ahead and test it today. Let us know if your search does not produce the results you need. We can double check our search terminology so the article(s) can be found properly.


3/2/16: Utility Billing Update Last week we put out a new update of the Utility Billing Module. The update has now been fixed. The new update allows you to sort the invoice creation any way you want. The default is alphabetical. You can now sort by address, zip code, etc. The new update also allows for the creation of multiple exports to meter reading software for multiple routes. The update is free to current UB users and can be downloaded in the UB help menu.


2/29/16: Utility Billing Update Last week we put out a new update of the Utility Billing Module. The update had a minor flaw in it that we are still trying to fix. I will post an update here when it is ready to download.


1/4/16: New Tax Tables We have updated the 2016 withholding tables in the Payroll Withholdings Excel Spreadsheet on the Links for All Cities in the Resources section. (Keep checking back for more information and updates.)


6/5/15: We hare released a new update for the Closing Tools module! This update fixes a few bugs and adds the ability to break out employee benefits expense into a Special Revenue:Employee Benefits Levy fund.

To get this update, open the module, click the “Help” menu and select “Check for Updates”. This update are free to those who have Closing Tools 2.14. Call for upgrade prices if you are using the original Journal Entries Tool.


6/2/15: New Lien Procedures We have simplified the process of placing liens against customer accounts. Please check out the Knowledgebase Article for instructions.


3/5/15: New Tax Tables We have updated the Federal withholding tables in the Payroll Withholdings Excel Spreadsheet on the Resources for All Cities User Support page. (Keep checking back for more information and updates.)


12-18-14: New Tax Tables We have updated the Minnesota and Missouri withholding tables in the Payroll Withholdings Excel Spreadsheet on the Links for All Cities in the Resources section. Nebraska and Iowa will not be changing their withholdings. Oklahoma and the IRS have not published their new tables yet. (Keep checking back for more information and updates.) Other states will be added to the tool soon.


11-14-14: ClosingTools.exe – No Disk Error Message. Some Cities get a bothersome error message that pops up when running the Closing Tools. The message warns There is no disk in the drive. Please insert a disk into drive. or something similar. We believe the issue is caused by USB hubs and printers with USB ports. If you unplug the printer, or the USB hub, prior to running the Closing Tools, you can avoid those nasty error message pop-ups. Now that we know what is causing the issue, we will continue to look for a solution within our software, so you will not need to unplug. Until then, this should help you out.


8-27-14: We hare released a new update for the Utility Billing module! This update fixes a bug in the calculation of the “Amount Due After Due Date” field.

To get this update, open the module, click the “Help” menu and select “Check for Updates”. This update are free to those who have Utility Billing Version 4. Upgrade prices can be found here for those using older versions.


8-20-14: We hare released new updates for the Utility Billing module and the Closing Tools module!

The new Utility Billing Module updates include:

  • Ability to create a NACHA file for ACH/Auto Pay bank transactions
  • Ability to hide the totals at the bottom of the screen (to speed up data entry)
  • Reminders to backup the Configuration when changes have been made
  • Ability to print Route Notes on the Meter Reading Worksheet
  • Other minor speed enhancements

The new Closing Tools Module updates include:

  • Correction in a few of the minor calculations for Accounts Receivable
  • Automatic application of A/R and A/P entries – you no longer need to apply the open credits to the open adjusting entries

To get each update, open the module, click the “Help” menu and select “Check for Updates”. These update are free to those who have Utility Billing Version 4 and Closing Tools Version 2. Upgrade prices can be found here for those using older versions.


7-23-14: End of the Fiscal Year! Don’t forget, there are a few extra steps you will want to take at the end of each fiscal year that may be more than just closing the end of any given month. Call ahead of time to schedule an appointment and we can help you close out your fiscal year and prepare your Annual Financial Report!


3-3-14: Periodic Examination Fees Due: IOWA ONLY: Don’t forget to budget for the new Periodic Examination Fees based on the new Municipal Oversight law change. These fees will be due on March 31, 2014! The fees are based upon budgeted expenses as follows:

Under $50,000$100

Annual Budgeted Expenses Fee
$50,000 – $300,000 $475
$300,000-$600,000 $900
$600,000-$1,000,000 $1,200

More information can be found on the State Auditor’s Website


2-3-14: We have released ClerkBooks Closing Tools Module 2.0! This replaces the previous Excel Spreadsheet EOM Journal Entries, as well as our first version module called the Journal Entries Tool. Upgrade prices include the software, installation, configuration and orientation. The upgrade includes:

  • Ability to create a “Balance Sheet by Fund” (Splits: A/R, A/P, Payroll Liabilities, Operating Bank Account, and all other Balance Sheet Accounts into appropriate funds)
  • Coming Soon — included in this upgrade: Ability to convert the standard “Modified Cash Basis” financial statements to “Pure Cash Basis” (For example: removes A/R from Balance Sheet by subtracting revenues billed but not yet received)

1-28-14: A new update for Utility Billing version 4 has been released!
The new update includes:

  • Ability to mark utility bill invoices and finance charge invoices “To Be Printed” and/or “To Be Emailed”
  • Ability to set a minimum finance charge
  • Prompt to change invoice date & due date before creating invoices

To get the update, open the Utility Billing Module, click the “Help” menu and select “Check for Updates”. This update if free to those who have version 4. Upgrade prices can be found here for those using older versions.


1-15-14: Payroll Tables for Federal Withholdings Have Been Updated
Please download a new version of the tool. You can find the updated tool in the RESOURCES section under “Links for all Cities”.


1-2-14: Payroll Tables for Minnesota Have Been Updated
Please download a new version of the tool. You can find the updated tool in the RESOURCES section under “Links for all Cities”.


12-30-13: Customer Support Hours & Activity
We now have a new page that will show you all of your support packages purchased, time used with a description of the call, and a running balance of minutes available. You can find the new page in the USER SUPPORT : MY ACCOUNT / LOG-IN section under “Support Hours”.


12-15-13: Finished Development:
Journal Entry Tool Upgrade: the upgrade now allocates all balance sheet accounts to the proper funds in order to create a Balance Sheet by Fund report. call for upgrade information


11-1-13: Payroll Tables for Nebraska, Minnesota and Oklahoma Have Been Updated
Please download a new version of the tool. You can find the updated tool in the RESOURCES section under “Links for all Cities”.


10-01-13: In Development:
Reports Module: the reports module will combine multiple QuickBooks reports into one easy to read report. The module will also add formatting not available in QuickBooks. Our first reports will be a series of customizable Voucher forms.


9/13/13: New Option: Full Service Payroll!
Let us take the worry out of payroll. Go to “Full Service Payroll” on our ClerkBooks Shop page for more details, or give your ClerkBooks representative a call today.


7-1-13: In Development:
Journal Entry Tool Upgrade: the upgrade will allocate all balance sheet accounts to a fund in order to create a Balance Sheet by Fund report. expected completion: 10/1/13


6-19-13: Payroll Tables for Each State Have Been Updated
All state payroll tables have been updated. Please download a new version of the tool. You can find the updated tool in the RESOURCES section under “Links for all Cities”.


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Software Features

ClerkBooks Municipal Accounting System converts Intuit QuickBooks® (the world’s number one small business accounting software) into a full Fund-based accounting system to help simplify municipal financial management. ClerkBooks is designed to offer standard accounting features, plus easy, time-saving tools to meet the unique needs of Local Government.

What is ClerkBooks?



ClerkBooks is a scalable accounting solution designed for City Clerks, and Finance Officers, working in municipalities with populations ranging from 100 up to 5,000. This means smaller cities won’t need to pay for all the bells and whistles they don’t use, yet larger cities can get the performance and reliability they need.

ClerkBooks uses QuickBooks®: the world’s most popular accounting software package, for the core accounting tasks. This means the system is easy to learn and easy to use.

ClerkBooks has converted QuickBooks into a complete fund accounting package for local government including: a customized chart of accounts as suggested by your State Auditor’s Office; utility billing (electric, water, sewer, garbage and recycling) compatible with all hand-held reading systems; automated payroll; and customizable reporting (with budgets)!

Download a summary flyer for your Council or your Auditor!

Key Benefits

  • Organizes all your finances in one place
  • Easily keeps track of all your receivables, including liens
  • Complete fund accounting package, including utility billing and custom reports – all in one system
  • Uses the power of QuickBooks: the world’s most popular accounting software package

Made in Rural America, for Rural America

ClerkBooks was created in Fertile, Iowa, a town of 370. We are currently located in Garner, Iowa, a town of 3098 people. We are approximately 120 miles south of Minneapolis and 120 miles north of Des Moines, just 20 miles west of Interstate 35.

While ClerkBooks works great for Cities up to a population of approximately 5,000, ClerkBooks was designed from the ground up for City Clerks with limited accounting experience located in smaller cities. (80% of American Cities are under 5,000)

The Founder and CEO of ClerkBooks has a Bachelor of Science degree in Business Administration. He has over 30 years of accounting and management experience in wholesale, retail, non-profit and governmental activities. He was the City Clerk in Fertile, Iowa for 8 years. He has completed the course work for both the Certified Municipal Clerk and the Certified Municipal Finance Officer certifications through the Municipal Professional’s Institute, Sponsored by the Iowa League of Cities and The Iowa State University.

In fact, all of our staff have formally been City Clerks, City Treasurers and/or City Administrators and all have attended the Municipal Professional’s Institute. We are also Certified QuickBooks Pro Advisors.

Therefore, ClerkBooks has been designed with a full understanding of what your City faces every day.

While ClerkBooks started in Iowa, it has now been customized for several states. See our Map page, to see all of our ClerkBooks cities. Be the first city in your state to use ClerkBooks and receive 30 days unlimited support at no extra cost!

QuickBooks Software

ClerkBooks is proud to work with Intuit®, the makers of the world’s most popular accounting software: QuickBooks®. While QuickBooks® handles 90% of the accounting tasks in the ClerkBooks Municipal Accounting System, we have added several features specifically for Cities. We have added Fund Accounting and a Uniform Chart of Accounts as recommended by your State Auditor’s Office. We have added a Utility Billing Module which calculates usage and creates QuickBooks® invoices based on multiple rates per customer type and usage levels. We have also added over 50 custom reports and custom payroll functions designed specifically for City Fund accounting. We have added the features that Cities need but do not come with QuickBooks® by default.
Pro/Premier Editions Enterprise Edition
Number of Transactions (total # of checks, paychecks, liability checks, invoices, payments, credit memos, etc.)/i> approx. 625 per month approx. 20,000 per month
Simultaneous Users (# of users in the same file as the same time) 1-5 1-30
Accounts in the Chart of Accounts bank, assets, liabilities, income, expense, etc. 10,000 100,000
Name Capacity Customers, Vendors & Employees Combined 14,500 100,000 +
Payroll Items Wages, Salaries, Benefits, Taxes Combined 10,000 100,000 +
Funds General, Special Revenue, Debt Service, Permanent, Proprietary, etc. 10,000 100,000 +
Memorized Reports 14,500 29,000
Memorized Transactions 14,500 50,000

General Ledger / General Journal

ClerkBooks uses a Uniform Chart of Accounts as suggested by your State Auditor’s Office. This means all of your reports will always line up with the State Budget report and Annual Financial Report. Most of our Clerks are able to prepare their Annual Financial Report within 30 days of year end! ClerkBooks gives your Council an updated fund balance at the end of every month, so there are no surprises at the end of the year.
Pro/Premier Editions Enterprise Edition
Uniform Chart of Accounts (As suggested by your State Auditor’s Office – with account numbers) Yes Yes
Fund Tracking (General, Special Revenue, Debt Service, Enterprise, etc) Yes Yes
Current Assets (Cash, Checking, Savings, CD’s, A/R, Pre-Paid Expenses, Due from other Funds, etc.) Yes Yes
Long-Term Assets (Land, Buildings, Equipment, Depreciation, etc.) Yes Yes
Current Liabilities (A/P, Sales Tax Payable, Payroll Liabilities, etc.) Yes Yes
Long-Term Liabilities (Bonds, Loans, etc.) Yes Yes
Income (Property Taxes, Other Taxes, Intergovernmental, Charges for Services, etc.) Yes Yes
Expense (by Activity and by Expense: Public Safety:Fire Department:Capital Outlay, etc.) Yes Yes

Account Registers

Pro/Premier Editions Enterprise Edition
Checking and Petty Cash Yes Yes
Savings and Investments Yes Yes
Credit Cards Yes Yes
Easy Account Reconciliation Yes Yes

Accounts Payable

Pro/Premier Editions Enterprise Edition
Purchase Orders, Bills, Credits and Discounts Yes Yes
Contractor Management (1099s) Yes Yes
Individual Voucher Forms Yes Yes
Summary of All Claims for Approval Report Yes Yes
Summary of Claims Paid and Revenues Received Report Yes Yes

Accounts Receivable and Utility Billing

The utility billing module calculates usage and charges for water / sewer, garbage / recycling, and electricity (including 3-phase and demand calculations). Meter readings are entered in using one screen, similar to a spreadsheet, or can be synchronized with any handheld reading system. The system allows each QuickBooks customer to have multiple meters and effortlessly calculates different rates for multiple customer types & usage quantities. Invoicing for minimum charges, surcharges and discounts is a breeze. ClerkBooks also tracks customer deposits, payments, and late fees.
Pro/Premier Editions Enterprise Edition
Sales Receipts (Building Permits, Pet Licenses, etc.) Yes Yes
Prints Meter Reading Worksheets Yes Yes
Easy Spreadsheet-Style Entry for Meter Readings Yes Yes
Import Readings From All Automatic Readers (Badger, Sensus, etc.) Yes Yes
Automatically Calculates Usage Yes Yes
Exports Invoices into QuickBooks Yes Yes
Print or E-mail Invoices from QuickBooks Yes Yes
Track Payments & Make Batched Deposits Yes Yes
Utility Summary and Detail Reports Yes Yes
A/R Aging Summary and Open Invoices Reports Yes Yes
Sales Tax Management Yes Yes

Payroll

ClerkBooks automatically calculates net pay including gross wages, vacation, sick pay, insurance, taxes, retirement, and more, making it easy to pay your liabilities. Easily break payroll down by fund and expense line. Create 941 reports, and fill in your W-2s with the easy to read Payroll Summary report. (Enhanced Payroll Subscription can be added to the Towns & Cities plan for an additional annual fee)
Standard Payroll Enhanced Payroll
Suggested for Cities with: (Do not count salaried (or evenly paid) employees while considering which payroll option is the best for your City) Up To 10 Hourly
Employees
10+ Employees
Paid Hourly
Subscription Update Required None Annual
Time Card Processing Yes Yes
Income Items (Wages, Salaries, Overtime, Holidays, Vacation, Sick, etc.) Yes Yes
Deduction Items (Retirement, Insurances, Child Support, etc.) Yes Yes
Tax and City Contribution Items (FICA, State Withholding, SUI, FUTA, Retirement, etc.) Yes Yes
Tracking Payroll Items by Fund (General Fund, Roads, Water, Sewer, etc.) Yes Yes
Easily Track Vacation and Sick Time (Does not track Comp Time) Yes Yes
Automatic Calculations (Gross Wages, Net Pay, Social Security, Unemployment, Federal Unemployment, Health Insurance, etc. Yes Yes
Federal and State Withholding Manual Automatic
Direct Deposit (Additional Fees Required) Manual Automatic
Easy Payroll Liability Payment Manager Yes Yes
Federal Forms Included (941, 940) PDFs Online Print From QuickBooks
State Forms Included (Retirements, SUI, Withholding) Online Online
E-File and Pay Manual Automatic

Reports

Even though QuickBooks comes with over 100 standard reports, ClerkBooks has added an additional 50 custom reports (with many more on the way) designed and organized specifically for Municipalities!

Council Reports

  • Balance Sheet by Fund
  • Profit and Loss by Fund
  • Budget vs. Actual Summary
  • Budget vs. Actual by Fund
  • Individual Bill Payment Vouchers
  • Summary of Claims for Approval
  • Claims Paid & Summary of Receipts

Historical Reports

  • Balance Sheet by Year
  • Balance Sheet by Quarter
  • Balance Sheet by Month
  • Profit & Loss by Year
  • Profit & Loss by Quarter
  • Profit & Loss by Month

Tax Reports

  • Payroll Summary (Last Month)
  • Payroll Summary (Last Quarter)
  • Payroll Summary (Last Calendar Year)
  • Sales Tax Liability (Last Month)
  • Sales Tax Liability (Last Quarter)

State Reports

  • Budget Sheet for Annual Reports
  • Profit & Loss by Fund for Annual Reports
  • Budget Worksheet – General Fund
  • Budget Worksheet – Library Fund
  • Budget Worksheet – Fire & Ambulance Funds
  • Budget Worksheet – Water Fund
  • Budget Worksheet – Sewer Fund
  • Budget Worksheet – Electricity Fund
  • Budget Summary (Last Fiscal Year)
  • Budget Summary (This Fiscal Year)
  • Budget Summary (Next Fiscal Year)

Departmental Reports

  • Grant Progress Report
  • Balance Sheet – Library Fund
  • Profit & Loss vs. Budget – Library Fund
  • Balance Sheet – Fire & Ambulance Fund
  • Profit & Loss vs. Budget – Fire & Ambulance Funds
  • Balance Sheet – Water Fund
  • Profit & Loss vs. Budget – Water Fund
  • Balance Sheet – Sewer Fund
  • Profit & Loss vs. Budget – Sewer Fund
  • Balance Sheet – Electricity Fund
  • Profit & Loss vs. Budget – Electricity Fund

Utility Billing Reports

  • ACH/Auto Pay Export
  • Accounts Receivable Aging Summary
  • Accounts Receivable Aging by Fund
  • Billing Register
  • Billing Summary
  • Deposit Detail Report
  • Open Invoices
  • Utility Usage by Customer Type
  • Utility Usage by Service Type
  • Meter Reading Worksheet (by route & read order)

Data Conversion

To get you up and running, ClerkBooks offers both remote and on-site set-up, configuration and training. A member of our support team will install the software, configure and streamline the system to be applicable for your city, and help you get comfortable with the system. We will make sure you know where and how to get started right away.

We will get your beginning Fund balances into the system. We help import your customer list, beginning customer balances, current meter readings, and set-up your utility rates. We set-up your employees and enter their year-to-date totals, so W2s will be a breeze. We help customize your utility bill invoices as well as your Council Reports. By the time we are done, we typically have 1-2 months of accounting in the system for you.

Training & Support

Beyond set-up and configuration, ClerkBooks offers several support and training options. We have created a user support site with over 12 hours of video training covering both QuickBooks and the ClerkBooks additions. The support site also includes a searchable online Knowledge Base where you can ask questions and get step-by-step directions. For person-to-person assistance, we have 10 and 20 hour discounted remote support packages available. Our support team can connect into your computer to see your screen and walk you through the answers you need. The minutes you purchase can be used in 5 minute increments and they never expire. Every complete package purchased also includes 10 hours of remote support to help you get started.

NEW! All City Councils are encouraged to watch two videos focused on understanding the financial in order to make informed decisions, catch mistakes and prevent fraud.

You are never alone with the ClerkBooks Municipal Accounting System. We are here to help you succeed!

System Requirements

The following is a list of minimum specifications your computer should have to run the ClerkBooks Municipal Accounting System. If you need help determining if your computer can run ClerkBooks, we would be more than happy to connect in remotely and check out your computer’s specifications with you.

  • Windows 7 (all editions), Windows 8 (all editions), Windows 10 (all editions)
  • 2.4 GHz processor minimum
  • 4 GB of RAM for single user, 6 GB of RAM recommended for multiple users
  • Minimum 20 GB of available disk space (additional space required for larger data files)
  • Minimum 1024×768 screen resolution, 16-bit or higher color
  • Requires High-Speed Internet access
  • Product registration and license agreement required


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Services

ClerkBooks is more than software. Wouldn’t it be great if we could accomplish everything voters want every year? Unfortunately we don’t have enough resources. But with just a little help, proper planning and thorough monitoring, we can accomplish more than we think. It’s time to dream again! ClerkBooks is now used in over 100 cities in 20 states. Over the years, we have learned a few things. Let ClerkBooks’ professional staff help you. Beyond software, we offer the following services:

End-of-Year Review


Closing the end of the fiscal year is much more intense than closing each month. While all of the monthly Closing Tools need to be done as usual, the end of the fiscal year requires additional closing steps. For instance, you will need to pay extra attention to your balance sheet:

  • Verify all Bank Accounts (even CDs, and Petty Cash) are all reconciled and all outstanding transactions are still valid
  • Verify all A/R balances are accurate and collectible
  • Verify all A/P balances are accurate and payable
  • Verify all Payroll Liability balances are accurate and payable
  • Verify all other Balance Sheet account balances are accurate

Many cities will also need to convert from “Modified Cash Basis” to “Pure Cash Basis”. This includes temporarily:

  • Adjusting off unpaid A/R balances
  • Adjusting off unpaid A/P balances
  • Adjusting off unpaid Payroll liabilities
  • Adjusting off Loan & Asset balances

Don’t forget to reverse these adjustments to get them back on the books as of the first day of the next fiscal year. Having an extra set of eyes review your financials, before giving the books to an auditor, can save you a lot of questions by the auditor. Many times we can see things that you don’t, just because we do this with so many other cities every year. We have a different point of view.

If you would like an extra set of eyes to help with the end-of-year process we would be glad to help. Give us a call, or send us an email right away so we can schedule your end-of-year review.

Annual Report Assistance

Filling out and filing your annual State reports can be a daunting task. Many times your reports are in lieu of an audit. This means they need to be as complete and accurate as an audit, without the help of an auditor. Some States have more than one annual report. In that case, you have to make sure that the multiple reports all communicate the same information. You also need to make sure they all balance with your QuickBooks file.

We are here to help. ClerkBooks can assist you in preparing your annual reports. We can help you move the information from QuickBooks to your annual reports. If you prefer to do the data transfer yourself, ClerkBooks can quickly review your reports before presenting them for approval. This ensures that your reports all match and they all balance with your books.

If you would like an extra set of eyes to help with your annual reports, we would be glad to help. Give us a call, or send us an email right away so we can schedule your appointment.

Budget Assistance

There is an art to creating budgets. The Council’s budget should be a representation of the goals and activities the Council wants to accomplish over the next 12 months. Simply copying last year’s budget (doing what we’ve always done and expecting different results) is the definition of insanity. This method of budgeting simply attempts to bail out the water with buckets from a sinking ship.

Every year you should re-evaluate which levies you have placed. Many times we can shift the levies from one to another, without raising the levy rates, and have a dramatic effect on our fund balances. Cities that struggle to make ends meet can be revitalized by just a few minor adjustments here and there.

Budgets should always be coupled with a short and long term Capital plan. This takes us away from a “patching holes and putting out fires” emergency management style. It puts the City back in control of their finances.

If you would like to get a new point of view with your budget, we would be glad to help. Give us a call, or send us an email right away so we can schedule your appointment.

Audit Assistance

Let’s be honest. Unless you have built a relationship with an auditor over the course of several years, nobody loves hanging out with their auditor. Audit time is usually fairly stressful. We build a relationship, and we build trust, with our City Council and the public every month when we report the financials. However, the auditor is coming from a neutral place. They are not supposed to inherently trust us.

It is the auditor’s job to find something. Their report back to the City is referred to as the “findings of the audit”. As they search through your records, they have to interpret your records from GASB’s standard point of view. That is why having a solid chart of accounts and using the chart of accounts properly is so important. If anything is entered in a non-traditional way, auditors ask questions. When you can answer those questions, they are happy. When you struggle to answer their questions, they write findings.

We are here to help. ClerkBooks works with auditors all the time. We speak their language. Sometimes it just takes a little interpretation to get the answers they need. Sometimes we can dig into the data much deeper than you can, just because we have an accountant’s version of QuickBooks.

If you have an audit coming up, we can help. We can help you prepare before the audit. We can help you answer questions during the audit. We can help you respond to findings after the audit.

Let us know as soon as you are notified about your upcoming audit. Then stay in touch with us during and after the audit. We truly want to help make your job easier!

Council Training

The City Council, or Board, is responsible for safeguarding the City’s assets. To do so, they must often times make tough decisions considering the limited resources they have. They must strive to use these limited resources in the most efficient way possible; to meet as many needs and wants as they can.

The City’s staff is responsible for carrying out actions according to the Council’s decisions. In turn, they must provide timely and accurate information about those actions. This information can assist the Council in making the next set of tough decisions.

Part of safeguarding the City’s assets is to prevent fraud. The Council and the Staff must work together as a Team to prevent fraud. When mistakes are made, each part of the team is there to help correct the mistake. The Council and Staff should have each other’s back.

This two hour webinar will expand on these principals and give the Council and Staff a framework for building team work. This webinar is live and tailored specifically for each City. We will use real reports with up-to-date information from your City as examples.

Check out: http://wp.clerkbooks.com/user-support/webinars/ for more information or to schedule this webinar.

Capital Planning

On a month by month basis, it is so easy to get tunnel vision. We tend to focus on “patching holes” and “putting out fires”. Often this means the more expensive projects never get done. When an “emergency” forces a Council to complete a large project they have to borrow more than Cities who have a Capital Improvements Plan. This leaves serious infrastructure and debt issues to the next generation.

Every City, no matter how small or how big, should have a Capital Improvements Plan. Capital Planning involves both short and long term plans for everything from office computers to street repairs to sewer lagoons. However, a Capital Plan is worthless without a way to finance the projects. That is why we also talk about available financing options including: tax planning, budgeting, grant writing, TIF, loans and bonds.

Check out: http://wp.clerkbooks.com/user-support/webinars/ for more information or to schedule this webinar.

Grant Writing

It’s time to dream big dreams. If we are not moving forward, we are moving backward. We never stay in one place. Even if we are patching holes and putting out fires, there is always a bigger hole and a bigger fire on the horizon. Fire trucks and snow plows age quickly. Water towers need constant upkeep and repair. Water filtration systems and sewer lagoons are constantly under DNR scrutiny to be better. The shingles and siding on City Hall are wearing down each year.

Unfortunately, our annual budgets rarely consider these big ticket items. This is why a short term and long term Capital Plan is important. However, the best laid plans are worthless without available financing.

We can help. ClerkBooks has experience with grant writing and grant administration. We can help locate sources of funding. We can help you apply for the grants. We can help you track the grants to make sure everything is spent properly.

If we help write your Capital Plan, and we help pick your projects and your grant sources, we will guarantee our services. If you don’t get the grant, we don’t get paid. What do you have to lose?