System Requirements

The following is a list of minimum specifications your computer should have to run the ClerkBooks Municipal Accounting System. If you need help determining if your computer can run ClerkBooks, we would be more than happy to connect in remotely and check out your computer’s specifications with you.

  • 64-bit operating system: Windows 11 All Editions (Pro Recommended for multi-user environments); Windows Server 2019 All Editions, Windows Server 2022 All Editions
  • 2.4 GHz processor minimum
  • 8 GB of RAM minimum, 16 GB of RAM recommended
  • Minimum 2.5GB of available disk space (additional space required for larger data files)
  • Solid-State drive (SSD) recommended
  • Minimum 1920 x 1080 screen resolution, two 24″ – 32″ monitors recommended
  • Requires high-speed internet access (40Mbps or faster for single user)
  • Microsoft Excel 2013-2019 or Microsoft 365 (32 and 64-bit)
  • Administrator rights are required for software updates and hosting multi-user access
  • Product registration and acceptance of license agreement required
Q: Why is ClerkBooks Better Than Manual Bookkeeping?

Answer:
  • The manual approach is time consuming, tedious and difficult to balance. ClerkBooks automates your entries and will not let you save a transaction unless it balances. Your books are balanced after every transaction!

  • Reports in a manual bookkeeping system can take up a lot of your time and energy. ClerkBooks allows you to run reports, on the spot, for any given time period, even previous fiscal years!

  • Ever get tired of thumbing through pages and pages of big bulky ledgers to find linked information? QuickBooks reports allow you to “drill-down” from any report to the orginal transactions on that report!

  • QuickBooks also has a comprehensive search tool allowing you to quickly find everything you need.

  • Spreadsheet formulas are hard to learn and easy to break. The built-in accounting functions of ClerkBooks organizes and calculates your finances for you.

  • The manual approach puts your financial records into multiple ledgers or spreadsheets. ClerkBooks organizes all your accounting into one uniform system.
Q: Why is ClerkBooks Better Than QuickBooks Alone?

Answer:
  • QuickBooks is the world’s #1 small business software, but it isn’t made for Municipalities. ClerkBooks adds full fund-based accounting to QuickBooks.

  • ClerkBooks adds fund tracking and the chart of accounts recommended by your State Auditor.

  • ClerkBooks adds utility billing for water, sewer, garbage and electricity.

  • ClerkBooks adds over 50 custom reports tailored for cities including: council reports, utility billing reports and state reports.

  • ClerkBooks adds custom payroll items and employee templates specific to City Government.

  • ClerkBooks adds a Journal Entry Tool which automatically splits your payroll taxes and benefits into the proper expense account and fund. The tool also closes out your month by transferring net income/net loss into the appropriate fund balance.

  • ClerkBooks adds a User Support Site with a searchable and printable set of step-by-step “cheat sheets”, hours of video training and various resource links specifically for your state.

  • Our staff supports the ClerkBooks modules and QuickBooks. We also offer general accounting and audit support.
Q: Why is ClerkBooks Better Than Our Competitors?

Answer:
  • Many of our competitors offer “add-ons” for QuickBooks. Our system is completely integrated with and is designed specifically for QuickBooks.

  • ClerkBooks is designed by a former City Clerk who has faced the same situations you face on a day-to-day basis.

  • We live in Small-Town Iowa. We built ClerkBooks to work for small towns and have added the features and stability for larger cities. We don’t try and make small towns fit into the larger city model.

  • Hey, did I mention that we use QuickBooks? That means:
    • You get to use the world’s #1 accounting system.
    • You can get help from just about anywhere: local accountants, local colleges, online classes and videos, and of course, through us.
    • Most auditors are already familiar with QuickBooks. They love the features, and really love our additions.

  • Before we hand-off the system to you, we streamline and customize the system specifically for your City and your State. We enter all of your customer information. We enter all of your beginning balances (customer, payroll, bank, loans/bonds, funds, etc.) We enter all your employee and payroll information. We set-up your utility billing rates. We enter all this, and more. When we hand the system off to you, you can use it right away!
Q: Who Uses ClerkBooks?

Answer:
ClerkBooks is now in use by over 170 cities in 24 states. Contact us for a list of cities you can call for references.
Q: Why Do City Councils Love ClerkBooks?

Answer:
  • Initial price includes everything your City Clerk needs to get started right away, including: software, installation, configuration and orientation. We set-up your beginning bank, customer, vendor, employee and fund balances. We set-up your utility billing rates and beginning meter readings. We even reconcile the first month’s bank statements!

  • You get the up-to-date information you need, including: Bank Reconciliations, Voucher Forms & Claims for Approval Summary, Budget vs Actual, Fund Balances, Departmental reports and much more!

  • Your City Clerk can “drill-down” each income or expense line and give you a report of every transaction in that account, at any time!

  • Historical reports give you a “Red Flag” for any altered financials. Giving you confidence that your reports are consistent!

Download a summary flyer for your Council or your Auditor!
Q: Why Do City Clerks Love ClerkBooks?

Answer:
  • Easy to learn, easy to use!

  • Organizes all your finances in one place!

  • Easily keeps track of all your receivables, including liens and other assessments!

  • Saves valuable time by automating common transactions and streamlining processes!

  • Dedicated User Support website with training videos, state specific resources and printable sets of step-by-step cheat sheets.

  • Share Screen support, where we can see your screen and walk you through any software or accounting questions you have.

Download a summary flyer for your Council or your Auditor!
Q: Why Do Auditors Love ClerkBooks?

Answer:
  • ClerkBooks has added the Chart of Accounts as recommended by the State Auditor’s Office, including: Funds, Revenue Sources, Expense Activities, Functions, and Objects.

  • ClerkBooks builds both a Profit & Loss by Fund and a Balance Sheet by Fund, accurately.

  • ClerkBooks has added a Closing Tools module which warns City Clerks when they attempt to change a closed period and makes it easy to see if any closed period has been altered.

  • Provides a list of check numbers to highlight any duplicate or missing check entries.

  • Includes Audit Trail and Voided/Deleted Transactions reports.

  • Coupled with QuickBooks Statement Writer, can create GAAP compliant reports.

  • Can accurately run and report as: Pure Cash Basis, Modified Cash Basis, Modified Accrual Basis, or Pure Accrual Basis.

Download a summary flyer for your Council or your Auditor!
Q: What can I print out for our Council?

Answer:
Feel free to print out any of the pages on the website. You can also download a summary flyer for your Council or your Auditor!

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