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 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 graduated from the Municipal Professional’s Institute, Sponsored by the Iowa League of Cities and The Iowa State University, in both the Certified Municipal Clerk and Certified Municipal Finance Officer threads. 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 (See Pricing page for current costs.) 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 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.

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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