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Municipal Management Made Easy

ClerkBooks is an Enterprise Resource Planning software system designed for small to mid-sized municipal governments. It will streamline procedures and optimize resources to help you better serve your community. The core of the system is a comprehensive GASB compliant Fund-based accounting system. However, ClerkBooks is much more than accounting. Our all-inclusive suite of advanced features will help you manage every aspect of your civic operations.

All-Inclusive Features

ClerkBooks is not priced per module. All modules and all features are available to all subscribers. We believe that all local government entities, no matter their size, deserve all the best features.

GASB Compliant Fund Accounting

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 Reports.

Utility Billing

Calculate multi-tiered service and usage charges for water / sewer, natural gas, and electricity. It also allows for up to 20 custom flat rage charges such as: garbage, recycling, meter rent, even-pay, and round-up items.

Payment Processing

Includes a free payment portal allowing customers to view invoices and schedule one-time or re-occurring payments via credit/debit card. All processing fees are passed to the customer. Also allows onsite and automatic ACH payments.

GASB Compliant Fund Accounting

Every split line of every transaction is required to have a Fund, Department (combination of Function and Activity) and Account (Revenue Source, Expense Object, etc). But don’t worry, you can easily see how the system automatically creates the extra split lines for you. This means that Fund balances are automatically balanced after every transaction. No balancing adjustments (closing tool entries, due to, due from) needed at the end of the month or end of the year.

Chart of Accounts

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. Because of this, 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.

Account Ledgers

ClerkBooks maintains a separate set of ledgers for each type of transaction. This means you can easily create, find and reconcile transactions based on the type of transaction you need to create.

Accounts Payable

Paying expenses is a breeze. Create State specific vouchers, then convert them to bills to pay. Pay multiple bills with one bill payment. Easily apply bill credits and discounts. Track and report 1099 eligible payments. Print and/or email Claims for Council Approval reports.

Accounts Receivable

Getting paid for sales and services has never been easier. Print and/or email invoices for utility billing, licenses and permits, rentals, fire and ambulance calls, court fines, little league registrations, pool passes, cemetery lots, and much more. Easily apply payments to open invoices.

Utility Billing

The utility billing module calculates service and usage charges for water / sewer, natural gas, and electricity. It also allows for up to 20 custom flat rage charges such as: garbage, recycling, meter rent, debt service, and even round-up items.

All meter readings are entered in a single screen, similar to a spreadsheet, and can be synchronized with a host of automatic reading systems. The system allows each customer to have multiple meters and effortlessly calculates different rates for multiple customer types & usage quantities.

Payment Processing

ClerkBooks comes with a free online customer payment portal for credit/debit card processing and free ACH bank draft processing.

Payroll

ClerkBooks automatically calculates net pay including: gross wages, compensated absences, insurances, taxes, retirement, and more. Track and report payroll by Fund, Department and Account.

ClerkBooks includes Federal, State and Local withholding calculations at no extra cost. E-File reports and E-Pay taxes with an integrated partnership with Tax Bandit at a discounted rate.

Reports

ClerkBooks comes with a standard set of customizable reports designed and organized specifically for Municipalities! Reports feature Drill-Down capability going all the way back to the original transaction.

Project Management

ClerkBooks includes a simple Project Manager. Create Projects and Sub-Projects. Then Assign Tasks to each Project. Create reports for each Project individually or as a group.

Coming Soon

ClerkBooks is growing to become a true ERP (Enterprise Resource Planning) system. We want to help with every layer of municipal management. Suggestions are always welcome. Tell us what would help you the most. Click Learn More to see what is currently on our to-do list.

Data Conversion

Training & Support

Council Training

Budget Assistance

Capital Planning

End-of-Year Review & Closing

Annual Report Assistance

Audit Assistance

Ready to get started?

New client data conversions are currently 12-18 months out.Get On The Wait List
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