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.
QuickBooks Software
![]() |
||
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
![]() |
||
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 & Utility Billing
![]() |
||
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
![]() |
|||
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 | 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 100s of customizable reports, ClerkBooks has added an additional 50 custom reports designed and organized specifically for Municipalities!
Closing Reports
- Balance Sheet by Fund (Fiscal Year-to-Date)
- Profit and Loss by Fund (Fiscal Year-to-Date)
- Open Invoices
- Unpaid Bills Detail
Finance Committee Reports
- A/R Aging Summary
- Open Purchase Orders Detail
- Voided/Deleted Transactions Summary (Last Month)
- Missing Checks
Council Reports
- Balance Sheet by Month (Fiscal Year-to-Date)
- Profit and Loss by Fund (Last Month)
- Treasurer’s Report (Last Month)
- Profit & Loss Budget vs. Actual Summary (Fiscal Year-to-Date)
- Summary of Claims for Approval
- Claims Paid & Summary of Receipts
Budget Reports
- Budget Worksheet – General Fund
- Budget Worksheet – Library Fund
- Budget Worksheet – Fire & Ambulance Funds
- Budget Worksheet – Road Use Fund</l
- 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)
AFR / Audit Reports
- Balance Sheet by Year (Last 2 Fiscal Years)
- Profit and Loss by Fund (Last Fiscal Year)
- Trial Balance by Fund (Last Fiscal Year)
- General Ledger (Last Fiscal Year)
- Transaction Detail (Last Fiscal Year)
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)
Utility Billing Reports
- ACH/Auto Pay Export
- Accounts Receivable Aging Summary
- 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)
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