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Software Features

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. See our Pricing page for more information on how ClerkBooks is priced.

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.
Availability
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
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.
Availability
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
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.
Availability
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
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.
Availability
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
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.
Availability
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
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.

Availability
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
Online Payment Portal and Credit/Debit Card Processing

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:

NO COST: Neither ClerkBooks nor Government Window will charge you for anything as Government Window collects a nominal service fee from the payer, separate from the e-Payment, to cover all our costs. NO CONTRACT: We are so confident you will be satisfied with their solutions and services that neither ClerkBooks nor Government Window will not lock you into a long-term contract.

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.

ACH Payment Processing via Nacha

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.

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.

Availability
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
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. (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)
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.

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