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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.

Enhanced Payroll Subscription

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.
  • Includes direct deposit for paychecks and tax payments
  • Prints 941s, W2s and other payroll forms on plain paper
  • Electronically submits Federal and State forms and payments for you.
  • Sets reminders for tax payments & form filings
  • Includes 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:

[wpspoiler name=”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.[/wpspoiler] [wpspoiler name=”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.[/wpspoiler] [wpspoiler name=”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.[/wpspoiler] [wpspoiler name=”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.
[/wpspoiler] [wpspoiler name=”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)
[/wpspoiler] [wpspoiler name=”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.
[/wpspoiler] [wpspoiler name=”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.
[/wpspoiler] [wpspoiler name=”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.”
[/wpspoiler] [wpspoiler name=”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)[/wpspoiler]

 

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 right

Announcements

05/14/20: Utility Billing Update. We have released a minor update to the Utility Billing Module today. PLEASE DO A BACKUP OF YOUR DATA FILE BEFORE ACCEPTING THE UPDATE. We have fixed two bugs. The first fixes multiple sales tax items when adding late charges to the regular invoice. (previously gave an error message because it couldn’t add a quantity to a sales tax line item) The second fixes automatic estimation when automatic estimation is turned off. (It was previously estimating goofy numbers since it wasn’t pulling historical info from QuickBooks – now it just doesn’t do anything – leaves the current reading as zero) Please contact your support representative if you have any questions or issues arising from the update. If you would like one of us to help you double check either of the adjustments, please use our online scheduling tool (log-in to get the link in the User Support menu) to set a time with one of our support representatives. We are glad to help.


03/27/20: Utility Billing Update. We are releasing a major update to the Utility Billing Module next week. PLEASE DO A BACKUP OF YOUR DATA FILE BEFORE ACCEPTING THE UPDATE. There are 18 adjustments included in this update. We have emailed everyone instructions for the update. If you did not get the email, you can download the update instructions here Please read through the updates in order to prepare yourself for the changes. Many adjustments will require your attention before they are implemented. Others will happen automatically. Please contact your support representative immediately if you have any questions or issues arising from the update. If you would like one of us to help you double check all of the adjustments, please use our online scheduling tool (log-in to get the link in the User Support menu) to set a time with one of our support representatives. We are glad to help.

This update also changes the Sales/Excise Tax setup and payment process. Updated sales tax instructions can be downloaded here.


03/17/20: Closing Tools Update. We released a minor update to the Closing Tool Module today. We improved the speed of the Accounts Receivable Adjustment. The update is free and will automatically update itself when you start the closing tools. (you may need to give permission to check for updates) All ClerkBooks cities need this update. The update only affects the Accounts Receivable Adjustment for the Balance Sheet. Nothing else was changed. Let us know right away if you see any adverse side-affects. Thanks!


01/10/20: Closing Tools Update. We released a minor update to the Closing Tool Module today. We improved a calculation in the Accounts Receivable Adjustment. The update is free and will automatically update itself when you start the closing tools. (you may need to give permission to check for updates) All ClerkBooks cities need this update. The update only affects the Accounts Receivable Adjustment for the Balance Sheet. Nothing else was changed. Let us know right away if you see any adverse side-affects. Thanks!


01/07/20: Closing Tools Update. We released a minor update to the Closing Tool Module today. We fixed a calculation error in the Sales Tax Adjustment. The update is free and will automatically update itself when you start the closing tools. (you may need to give permission to check for updates) Cities in Iowa should already not be running this tool due to the new procedures for WET. This update should only affect cities outside of Iowa. The update only affects the Sales Tax Adjustment for the Balance Sheet. Nothing else was changed. Let us know right away if you see any adverse side-affects. Thanks!


1/6/20: New State of IA W2 Submission Option. The State of Iowa now allows us to submit our W2 information using an online form. If you currently have the payroll subscription, you can still export the information out of QuickBooks and import it at the State’s site. However, if you do not have the payroll subscription, this year you do not need to purchase an additional piece of software to create an import file. Here is a screen shot of this year’s submission options: Let us know if you would like any assistance with filing W2s or 1099s.


11/13/19: New Website Feature: Request an Appointment. We are opening up a web page where ClerkBooks users can request an appointment for support. The link is only visible to ClerkBooks users after you log on to the user support site. After logging in, the link will appear in the User Support menu above the link to Screen Connect. Once you click the link, you can choose your date, time and support rep. Your appointment will then be added to our calendar!


10/4/19: Utility Billing Module Roll-Back. Unfortunately we are rolling-back the recent upgrades for estimating usage. Please update your software as soon as possible. There are some customers who have been losing their configuration information. We also tried fixing a bug related to Iowa WET and City Paid Utilities. That fix was causing some invoices to fail during creation. We are continuing to investigate the issues and will re-release the new updates as soon as possible.


8/30/19: Utility Billing Module Bug Fix. Today we re-released the update from 8/13/19. We fixed a bug causing the system to zero out the current readings. Please check for an update as soon as possible. If your system did zero out your current readings, please restore a backup and double check any invoices it created. Any assistance we provide in helping you fix the bug on your end will not count against your user support hours.


8/13/19: Utility Billing Module Upgrade. We are excited to announce a few new changes to the Utility Billing Module.

Estimating Usage
The Utility Billing Module can now look back on individual customer historical information in QuickBooks to automatically estimate usages based on the time-frame you designate in the setup.

To use this historical information, you must setup the estimating rules in the Configuration. After updating your software, click the blue Setup button on your toolbar. Then find the “Configuration” button in the section labeled “Indicators of Estimated Values Printed on Invoices.”

In there you must choose the new High/Low method in the bottom left corner. Then you can set your date ranges and estimating options. Note: the wider date range you choose, the longer it takes to calculate.

If you configure the settings to use historical information, you can estimate in one of two ways. You can estimate any individual customer, one at a time; by clicking on the Estimate checkbox. Or you can estimate all customers at the same time; by clicking the red flag in the toolbar.

High/Low Warnings
This historical information can also be used to trigger hi/low warnings.

Previously the hi/low warnings (red is really high, pink is a little high, green is really low) were based on average readings of all customers for that month.

You can continue to use this method, or you can now utilize the new high/low information to highlight usages based on each particular customer’s actual readings.

High/Low Report
This High/Low information is also available in a report from the Reports menu within the Utility Billing Module.

Coming Soon
Our next step is to bring the high/low information into your AMR (Automatic Meter Reader) for Sensus, Badger, Neptune, etc. Then the high/low info will be available on the handheld while reading meters.


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: https://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 https://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: https://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: https://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: https://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: https://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: https://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 &amsp; 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)
File Set-up

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!


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Payment Plan Options

Two Payment Plan Options

The process of converting to a new accounting system can be overwhelming. Here at ClerkBooks, it truly is our goal to make your job easier. Unfortunately, this doesn’t always mean less expensive. The biggest cost to the transition is the time it takes to customize your system to meet your needs, and the conversion of your current data into the new system’s structure.

We do not provide you a link to download and install, customize and convert your current data on your own. We do all of that for you. We start with a file created specifically for your State. It includes the State chart of accounts, custom reports, items, payroll and memorized transactions. We then streamline that template according to your budget and AFR. We enter your current budget and we hide accounts and items that you do not need.

We then enter in your data. We setup your customers, vendors, and employees. We enter your customer beginning balances. We setup your bank accounts along with beginning balances and outstanding transactions. We enter in all of your payroll year-to-date, so you can do W2s and 1099s from the new system. We also enter in all the rest of your transactions from the start of the fiscal year, so you can do your AFR from the new system. We then reconcile all your bank accounts and balance with your AFR.

Our goal is that you will be able to start using the system the day we hand it off to you. You can start working with today’s data, rather than re-creating history. Thus making your job much easier.

Traditional Terms

In the past, we only offered one payment plan. We required 50% down at the time of scheduling the conversion. The second half was due after we turned the system over to you to begin using.

This option is still available. However, we understand this can be a pretty big investment. Therefore, it can be a pretty big cash flow issue for smaller municipalities.

New Terms

Since it is truly our goal to make your job easier, we also want to do what we can to make paying for it easier as well. While the Traditional terms are still available, we now offer a two-year payment plan to help spread out the initial cost of the system.

This option starts with a 25% down payment to schedule the conversion. Once the system is handed off you to you to use, we then start the payment plan. We will automatically deduct the remaining balance, plus a small service fee, using ACH payments spread over 2 years. Everything is automatic. You don’t have to remember to send a check and we don’t have to keep sending bills. Easy for both of us!

If timed right, you can allocate the initial cost of the system over 3 fiscal years!

Contact Us today for more information!