Terms of Service | ClerkBooks

updated 8/12/21

The following Terms of Service must be approved by the Council before an installation dates are locked-in. By using our software and services, you re-affirm these Terms. These Terms may change at any time, with or without notice. This online version of these Terms replaces any and all printed copies of the Terms.

Potential Variances Between Quote and Final Invoice

The actual invoice may vary if content or scope is materially different than presented during the initial interview.
The quote is based on the number of transactions to be converted. This number has been estimated based on the anticipated install date noted on the quote. However, installs are scheduled on a first-come first-served basis. Therefore, if the estimated dates of the install are no longer available at the time the quote is approved, the actual invoice will be more than the quote due to the increased number of transactions.
Setup will complete with the data given at that time. Any data given later will be added using support hours.
Cancellation Policy: Down payment is completely refundable if cancellation is made 1 month or more prior to the scheduled starting date. 50% of down payment is refundable if cancellation is made 1 week or more prior to starting date. Down payment will not be refunded if cancellation is made within 1 week of the starting date.
Postponing Installation: postponing the installation may increase or decrease the data conversion charges on the invoice depending on how far away from the start of the fiscal year the postponement moves the dates. On top of this adjustment, there are no additional fees for postponing an installation 1 month or more prior to the scheduled starting date. There is a 10% additional fee for postponing 1 week or more prior to starting date. There is a 25% additional fee for postponing within 1 week of the starting date.

Terms of Payment

The entire quote, and terms, must be approved before the installation can be scheduled.
Payment terms are 1/2 down to lock in installation dates and 1/2 due after the 1st day of orientation.
Once the down payment is received, the customer will gain access to the online training videos and cheat sheets.
Once the first day of orientation has been completed, an official invoice will be emailed. This invoice will reflect the actual due minus the down payment. If the amount varies from the quote, documentation will be included giving the reason for any discrepancy. The City may discuss with ClerkBooks the validity of the discrepancy before payment is made.
If payment is not received according to terms, ClerkBooks reserves the right to uninstall all software and remove associated data files. No refund of down payment will be made.

Annual Software Renewals

Renewal invoices will be sent the first of the month on the anniversary of your install month.
Renewal prices do not include installation services.
Installation services are optional and can be provided and billed by deducting from your support hours or billed separately.
Renewal prices shown may change each year based on Federal cost-of-living adjustments and/or addition of new features.

Software License

The customer is not purchasing the rights to the software, the customer is purchasing a license to use the software.
Software must be kept current including free updates and paid upgrades included in the annual renewal process.
ClerkBooks can remove access to the software if the license agreement is not honored. The complete license agreement can be found at: https://wp.clerkbooks.com/about-clerkbooks/software-license-agreement/ and may change without notice.

Support and Continuing Education

Support is purchased separate from software and is pre-paid in 5, 10, 20, 40 or 80 hour packages.
Support prices shown may change each year. Previously purchased packages will not loose value when prices change.
Support time is deducted in 5 minute increments from available hours every time a support call is made or an email is answered.
Un-used support hours are non-refundable but never expire or loose value.
Support can be used for any questions related to software, hardware, accounting, clerical or administrative issues. We help setup networks and online backups, and can transfer files to new computers. We can answer any accounting question. We offer audit support prior to, during and after the audit. We offer grant writing and capital project administration support. We offer both live and webinar based Council training and staff continuing education.
Support can be used for any questions related to software, hardware, accounting, clerical or administrative issues. We help setup networks and online backups, and can transfer files to new computers. We can answer any accounting question. We offer audit support prior to, during and after the audit. We offer grant writing and capital project administration support. We offer both live and webinar based Council training and staff continuing education.
An available balance of pre-paid support hours are required to continue to use the software and the User Support website.

Governing Body Participation

You may participate in the setup, orientation or any support call at any time and may ask ClerkBooks any questions regarding the system or its use at any time. Your questions will deduct from available support hours the same as any questions presented by staff.
You are strongly encouraged to watch two 1 hour training videos on using the financials to make decisions, catch mistakes and prevent fraud. These videos are available once the down payment is received.

Standard of Care

We endeavor to provide services in good faith based on best practices as defined in GAAP and GASB recommendations as well as State Financial Guidelines and Ethics laws.
However, it is the responsibility of the Governing Body to oversee and approve the financials and financial systems in order to catch mistakes and prevent fraud.
Therefore, the Governing Body agrees to indemnify and hold harmless the firm and its personnel from any claims, liabilities, costs and expenses relating to our services under this agreement attributable to false or incomplete representations of management, except to the extent determined to have resulted from the intentional or deliberate misconduct of the firm’s personnel.

Cancellation of Agreement

Either party may cancel this agreement at any time for any reason upon formal or informal written notice.
If the Governing body terminates the agreement, any unused support hours will be forfeited.
Cancellation of the Agreement may cause loss of access to portions of the software and data.
Upon cancellation, all remaining account balances will be immediately due

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!