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.
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. See our Pricing page for more information on how ClerkBooks is priced.
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Availability | ||
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Banking (checks, deposits, account reconciliations, etc.) | Yes | |
Accounts Receivable (invoices, invoice credit memos, invoice payments, sales tax payments, etc.) | Yes | |
Accounts Payable (vouchers, bills, bill credits, bill payments, etc.) | Yes | |
Payroll (timesheets, direct deposit paychecks, payroll summary report, e-file payroll tax reports, e-pay payroll liability payments, etc.) | Yes | |
Journal Entries | Yes | |
Automatic Transaction Recall (imports details from last saved transaction when choosing Contact) | Yes | |
Memorized Transactions (pre-populate entire transactions based on saved data, set automatic entry rules, etc.) | Yes | |
Account Groups (pre-populate transaction detail lines (Fund, Department, Account, Memo, Amount) based on saved data) | Yes |
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Availability | ||
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Uniform Chart of Accounts (As suggested by your State Auditor’s Office – with account numbers) | Yes | |
Fund Tracking (General, Special Revenue, Debt Service, Enterprise, etc.) | Yes | |
Current Assets (Cash, Checking, Savings, CD’s, A/R, Pre-Paid Expenses, Due from other Funds, etc.) | Yes | |
Long-Term Assets (Land, Buildings, Equipment, Depreciation, etc.) | Yes | |
Current Liabilities (A/P, Sales Tax Payable, Payroll Liabilities, etc.) | Yes | |
Long-Term Liabilities (Bonds, Loans, etc.) | Yes | |
Income (Property Taxes, Other Taxes, Intergovernmental, Charges for Services, etc.) | Yes | |
Transfers In | Yes | |
Expense Departments (by Function and Activity: Public Safety : Fire Department, Culture and Recreation : Library, etc.) | Yes | |
Expense Objects (Wages & Benefits, Maintenance & Repairs, Supplies, etc.) | Yes | |
Transfers Out | Yes | |
Encumbrances | Coming Soon |
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Availability | ||
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Invoices | Yes | |
Invoice Payments | Yes | |
Deposits | Yes | |
Sales Tax Payments | Yes | |
Bills | Yes | |
Bill Payments | Yes | |
Timesheets | Yes | |
Paychecks | Yes | |
Payroll Liability Payments | Yes | |
Checks | Yes | |
Journal Entries | Yes |
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Availability | ||
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Vouchers (Purchase Orders) | Yes | |
Checks (cash basis) | Yes | |
Bills, Credits and Discounts (accrual or modified cash basis) | Yes | |
Bill Payments (paying multiple bills with one check) | Yes | |
Contractor 1099 Reporting | Yes | |
Claims for Council Approval Report | Yes |
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Availability | ||
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Licenses (Alcohol and Tobacco Licenses, Bicycle Licenses, Golf Cart Licenses, etc.) | Yes | |
Permits (Building Permits, Burn Permits, etc.) | Yes | |
Rentals (Community Center Rentals, Equipment Rentals, Wireless Tower Rentals, etc.) | Yes | |
Services (Fire and Ambulance Calls, Mowing or Snow Removal, Driveway Grading, etc.) | Yes | |
Sales (Pool Passes, Little League Registrations, Cemetery Plots, Bulk Water, Road Rock, etc.) | Yes | |
Auto Creation of Annual Renewals | Yes | |
Multiple Delivery Methods (Print, Email, and Online Payment Portal) | Yes | |
Multiple Payment Methods (Cash, Check, Credit/Debit Card, ACH, etc.) | Yes |
![]() 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. |
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Availability | ||
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Prints Meter Reading Worksheets | Yes | |
Easy Spreadsheet-Style Entry for Meter Readings | Yes | |
Import Readings From Automatic Readers (Badger, Itron, Master Meters, Neptune, Sensus, Zenner, etc.) | Yes | |
Automatically Calculates Usage | Yes | |
Option to Zero Out City Paid Utilities (Invoices for Library, Fire Department, etc.) | Yes | |
Option to round-up invoices as a donation (Library Round-up, Community Center Round-up, etc.) | Yes | |
Even Pay (Tracks over/under between actual and pre-defined invoice amount) | Yes | |
Multiple Invoice Templates Full Sheet or Postcard | Yes | |
Batch Print and/or E-mail Invoices | Yes | |
Track Payments & Make Batched Deposits | Yes | |
Utility Summary and Detail Reports | Yes | |
A/R Aging Summary and Open Invoices Reports | Yes | |
Sales Tax Management | Yes |
Since 2006, Government Window has provided a best in class, innovative e-payment solution, designed to integrate and automate payment processes, while providing convenient and secure payment methods for citizens.
Their proven business model, adaptable solutions, and strategic partnerships allow us to save you time, increase your collections, reduce your expenses and satisfy your citizens with the following goals:
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Government Window is excited to integrate with ClerkBooks to provide an online customer payment portal with comprehensive payment solutions for services including:
Available payment methods include: Visa, MasterCard, Discover, and American Express. Payments can be processed via: WEB/online, IVR/phone, POS/walkup, mobile and recurring. Click the logo for more information, or to sign-up for an account.
Nacha develops the rules that enable Direct Deposits and ACH pay bill payments. ClerkBooks uses Nacha to process customer payments and direct deposit of paychecks.
Nacha file creation is included as part of your monthly service fees. Once the file is created, you can upload it to your bank via their secure webpage. Payments made via Nacha can then be added to your system with the click of a button.
Most banks offer Nacha processing for a minimal cost, or at no cost to you.
Talk your ClerkBooks Support Representative if you want help setting up your system to create Nacha transactions.
![]() 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. |
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Availability | |||
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In-Program Time Card Processing | Yes | ||
Integration with Cellphone Timeclocks | Coming Soon… | ||
Integration with Physical Timeclocks | Coming Later… | ||
Income Items (Wages, Salaries, Overtime, Holidays, Vacation, Sick, etc.) | Yes | ||
Deduction Items (Retirement, Insurances, Child Support, etc.) | Yes | ||
Tax and City Contribution Items (FICA, State Withholding, SUI, Retirement, etc.) | Yes | ||
Additional Items (Mileage, Uniforms, Reimbursements, etc.) | Yes | ||
Tracking Payroll Items by Fund (General Fund, Roads, Water, Sewer, etc.) | Yes | ||
Tracking Payroll Items by Department (Police, Fire, Library, Parks, City Hall, etc.) | Yes | ||
Track Multiple Uncompensated Absence Schedules (Vacation, Sick, PTO, Comp Time, etc.) | Yes | ||
Automatic Calculations (Gross Wages, Net Pay, Social Security, Unemployment, Health Insurance, etc. | Yes | ||
Federal State and Local Withholding Tables | Yes | ||
Direct Deposit | Yes Via Nacha file | ||
Easy Payroll Liability Payment Manager | Yes | ||
Federal Forms Included (941, 940, etc) | Yes Via Tax Bandit Integration | ||
State Forms Included (Retirements, SUI, Withholding) | Yes Via Tax Bandit Integration | ||
E-File and Pay | Yes Via Tax Bandit Integration |
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. (More Reports are coming soon)
Closing Process
- Balance Sheet by Fund (Fiscal Year-to-Date)
- Profit and Loss by Fund (Fiscal Year-to-Date)
Council Meeting
- Balance Sheet by Month (Fiscal Year-to-Date) — Coming Soon
- Profit and Loss by Fund (Last Month)
- Balance Sheet by Fund (Last Month)
- Treasurer’s Report (Last Month)
- Profit & Loss Budget vs. Actual Summary (Fiscal Year-to-Last Month)
- Summary of Claims for Approval
- Claims Paid & Summary of Receipts — Coming Soon
Banking
- Previous Reconciliations
Accounts Receivable
- Accounts Receivable Aging Summary
- Notices
- Open Invoices
- Sales Tax Summary
Payroll
- Payroll Summary (Last Month)
- Payroll Summary (Last Quarter)
- Payroll Summary (Last Calendar Year)
- Compensated Absences History
Budget
- Create and Amend Budgets
- Budget Summary (Last Fiscal Year)
- Budget Summary (This Fiscal Year)
- Budget Summary (Next Fiscal Year) — Coming Soon
Audits
- Audit Trail
- Trial Balance
- General Ledger
- Transaction Detail
Utility Billing
- Charges and Rates
- Hight Low Usage
- Readings and Usage
- ACH/Auto Pay Summary
- Billing Summary
- Billing Details
- Deposits On Hand
- Open Invoices
- Utility Usage by Customer Type — Coming Soon
- Utility Usage by Service Type — Coming Soon
- Meter Reading Worksheet (by route & read order)
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.
- List of Projects and Sub-Projects (Including: priority, assigned to, created date, end date, and notes)
- List of Tasks (Including: project, priority, assigned to, created date, end date, and notes)
- Create Reports by Project or Sub-Project
- Create Reports by Due Date
- Create Reports by Assigned To
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. Here is what is currently on our to-do list.
- Licenses and Permits (online searching, renewal and payments)
- Rentals (online rental agreements, availability, scheduling and payments)
- Open Records Compliance (notification of private vs public information, publicly accessible reporting)
- Council Packets (online access to meeting materials for Council Members)
- Court Management (online court date scheduling, fees and fines payments)
- Event Registrations (online registration and payments)
- Property Assessments (database of property details, history of valuations, etc.)
- Property Tax Levies (history of levies, online payment of taxes, etc.)
- GIS (online maps of: property lines, utility lines, etc.)