Like many businesses, we have outgrown QuickBooks. It is true that we used to work with QuickBooks. However, QuickBooks started pushing users to their new online platform in 2021. We have been diligently monitoring the progress of their online platform however, we cannot find a way to make their online platform GASB compliant. The recent increases in QuickBooks pricing (more than 1,898% over the last four years) has been the final nail in the coffin. Unfortunately, QuickBooks is no longer operationally or fiscally feasible for many of our customers.
- ClerkBooks is built from the ground up for GASB Fund-based accounting. There is no need to create additional journal entries to make the Funds balance.
- All ClerkBooks features are All-Inclusive. You do not pay extra for payroll tax tables or any other feature. Therefore, smaller cities get all the same bells and whistles that larger cities get.
- ClerkBooks does not charge per user. We even give Council Members and Auditors read-only access the site if your request, at no additional cost.
- ClerkBooks is priced similar to utility billing. There is a flat fee plus a per transaction fee. Therefore, smaller cities pay less, because they use the system less. Larger cities pay more, because they use the system more.
- ClerkBooks is licensed per City, not per person. You do not need to provide your SSN to change Contacts.
- ClerkBooks is hosted and supported 100% in the United States.
- ClerkBooks is built in Rural America for Rural America.
- ClerkBooks is built and supported by former Municipal Clerks, Treasurers and Auditors.
ClerkBooks is a web-based system. You can assign as many users as you wish. All users can access all features at any time, 24-7. You can also limit users to specific roles. Therefore, you can assign a user to take customer payments, but not allow them to see payroll, etc.
However, ClerkBooks is not in the “Cloud”. ClerkBooks is hosted within our headquarters. We do not use third-party hosting services. This means your data does not share space with other non-government entities.
Perceived Pros of Desktop Applications:
- Offline Access: Can be used without an internet connection (This is getting to be less and less true, most software programs have some internet usage requirements : product registrations, product updates, license validations, email required to reset password, payroll processing, etc. In reality, if your computer has internet access, you are already a part of the “cloud”. Cloud is just a catchy way of saying remote network.)
- Better Performance: Often runs faster and more efficiently due to direct hardware access (However, you have to upgrade or replace your computer every 3-5 years to meet the specifications of the software. Your budget may also limit the quality of your hardware compared to the hardware used to host your web application.)
- Enhanced Security: Can store sensitive data locally with greater privacy (however, it is only as secure as you make it – you have to maintain antivirus and antimalware software, you have to maintain a firewall, you have to make sure you have strong passwords, you have to make sure you don’t open an email attachment with a virus, etc.)
Cons of Desktop Applications:
- Installation Required: Needs to be downloaded and installed on each device
- Limited Accessibility: Cannot be accessed from different devices without re-installation
- Update Management: Requires manual updates on each device
- Platform Specific: May not work on different operating systems without adjustments
- Backup Requirements: Must be backed up remotely, via the “cloud”, in order to truly prevent data loss from: theft or physical damage (electrical storm, fire, flood, tornado, etc.)
Pros of Online Applications:
- Accessibility: Can be accessed from any device with an internet connection (If your computer crashes, you can buy any computer and have instant access to your system – no need to reinstall software and restore backups, etc.)
- Segregation of Software: If you get a virus on your computer, it does not affect your web-based software.
- Easy Updates: Automatic updates managed by the server (Get the new features without needing to install an upgrade)
- Professional Security: System is monitored and protected by IT professionals (Professional grade hardware, multiple physical and software firewall layers, automatic backups, etc.)
- Cross-Platform Compatibility: Works seamlessly across different operating systems (Windows, Mac, Android, etc.)
- Collaboration Features: Often facilitate real-time collaboration with multiple users (With your Council, with your auditor, with our support team, etc.)
Perceived Cons of Online Applications:
- Internet Dependency: Requires a stable internet connection to function (However, you may be able to temporarily move to another location, or switch to a mobile hot spot, to get internet access if internet is down at City Hall)
- Potential Performance Issues: May experience lag depending on internet speed (This is an issue with some screens with a lot of data (such as our Contact List). We are still in the process of working this out in our system. However, most screens will move just as fast, and some already move faster (such as creating invoices) than our desktop edition.)
- Limited Functionality: May have fewer features compared to dedicated desktop applications (this is getting to be less of an issue than it was a few years ago. Most software companies are in the process of converting to the cloud. Our web system has way more features than our desktop system does.)
There are reasons why cities host their website and their email through a third party in the cloud, even though any city could host both of those on their local machines if they wanted to. Websites and email have been in the cloud since they were first used. Most applications are headed the same direction for the same reasons.
ClerkBooks comes with a standard set of reports designed to make Governmental reporting quicker and easier. A list of standard reports is available on the Software Features page. We are constantly upgrading the system, therefore, the list may be out of date at any moment.
If possible, we will work with you to customize and memorize any additional reports your Council may need. In the future, you will be able to customize and memorize your own specific reports.
ClerkBooks come with a standard 5.5 × 4.25 postcard template and a standard 8.5 x 11 template. Both templates are designed to be printed on blank paper.
In the future, we will allow you to customize your template, however, that feature is not currently available.
Probably, yes. The ability to direct import depends on your current system. If your utility billing system will allow you to export your customer list into Excel (.xls, .xlsx, or .csv), we can import it into ClerkBooks for you.
We have also printed customer lists into a PDF printer, then transferred the PDF into an Excel spreadsheet. This process takes much more time and is less accurate.
If your customer list is anything other than described above, you will need to manually enter them into a pre-formatted Excel spreadsheet that we will provide to you before beginning the install. We will then import your customers from that list.
If you are unsure of your current system’s capabilities, we would be more than happy to connect into your system remotely and look with you.
The ClerkBooks Utility Billing Module is currently compatible with the Badger, Itron, Kamstrup, Master Meters, Neptune, RG3, Sensus, SET, WaterScope, and Zenner automatic meter readers.
ClerkBooks also has an export/import feature using Excel. If the software with your automatic meter reader exports to Excel, we can import the information into the ClerkBooks Utility Billing Module.
If you use a system other than the ones listed above, we will work with your City to create an integration between ClerkBooks and your automatic meter reader software. This customization usually takes 3-4 weeks and is provided at no extra cost.
Depending on the State you are in, your State Government may require that you report annual financials in a certain accounting basis. Iowa requires Cash Basis. Minnesota requires Modified Accrual Basis. Some states allow for variations depending on your population or gross income. Therefore it is wise to understand which accounting rules you must play by.
Accrual Basis Accounting: records revenues and expenses when they are incurred, regardless of when cash is exchanged.
Advantages and disadvantages of the accrual method: While the accrual method shows the ebb and flow of income and debts more accurately, it may leave you in the dark as to what cash reserves are available, which could result in a cash flow problem. For instance, your income ledger may show thousands of dollars in sales, while in reality your bank account is empty because your customers haven’t paid you yet.
Cash Basis Accounting: recognizes income (or revenue) only when payment is received and expenses only when payment is made.
Advantages and disadvantages of the cash method: Though the cash method provides a more accurate picture of how much actual cash your business has, it may offer a misleading picture of longer-term profitability. Under the cash method, for instance, your books may show a hefty size cash reserve in the middle of the year, but does not show you how much cash you may need at the end of the fiscal year to pay your insurance bill and/or utility loans.
Modified Cash or Modified Accrual: These methods are a combination of both Cash Basis and Accrual Basis. Please check with your State Auditor to get an exact definition for your City and State. Some States handle specific transactions different than others.
REFERENCE:
GASB (Governmental Accounting Standards Board) is the independent organization that establishes and improves standards for U.S. state and local governmental accounting and financial reporting. They have adapted GAAP (Generally Accepted Accounting Principles) for government. It is these principles that define accrual basis accounting practices.
ClerkBooks is created on the foundation of the Recommended Chart of Accounts for your State as suggested by your State Auditor’s Office. Therefore, ClerkBooks has the capabilities of complete compliance with GAAP and GASB. However, it is up to each City Clerk, Treasurer or Financial Administrator, to comply with GAAP and GASB principles and practices.
This is an interesting topic in Iowa. Many small cities run on a Cash Basis system, they are actually not reporting according to GAAP regulations. Interestingly, some State reports require Cities (even Cities that run on a pure accrual basis) to file cash basis. Other reports (such as USDA loan reports) require Cities (even Cities that run on a pure cash basis) to file accrual basis.
By default, ClerkBooks is set-up on a Modified Cash Basis. However, you can utilize ClerkBooks for Modified Accrual Basis or Pure Accrual Basis. Pure Cash Basis Cities would run the system as Modified Cash Basis throughout the year and make a few adjustments at the end of the year to convert the annual figures to Pure Cash Basis.
This is one of the reasons why we include support hours with every new set up. We are here to help you with the end-of-the-year process.