Quote Builder for ClerkBooks Desktop Edition

Quote Builder for ClerkBooks Desktop Edition

From: $4,350.00

This quote tool is designed to preview initial prices for everything you need to get started: software, installation, customization, data conversion, orientation, training and support. Please read through all the details, including the tabs below the quote tool.

Once you complete this initial quote, you will want to call us to get an official quote for Council approval. You may qualify for some discounts. We can also discuss a payment plan, your on-going costs including support, software upgrades and supplies.

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The ClerkBooks Desktop Edition consists of:
Click each header for a full description.

QuickBooks Software
QuickBooks—the #1 rated small business financial software—can help you get organized, save time, and simplify what you do every day. QuickBooks includes:

  • General Ledger / General Journal
  • Accounts Receivable
  • Accounts Payable
  • Payroll
  • Budgeting
  • Reporting

Discount! Cities who already use QuickBooks may qualify for a discount. Ask your ClerkBooks Representative for more information.

Custom QuickBooks File Created Specifically for Municipalities

While QuickBooks is the #1 small business accounting software package, it is not designed for Local Government right out of the box. Therefore, we have created a custom file for Local Government including a Chart of Accounts as recommended by your State Auditor’s Office along with Fund tracking capabilities.

We have also added: a custom payroll system to split wages into the appropriate expense lines and funds; several memorized transactions for non-recurring transactions such as bounced checks, as well as recurring transactions such as property tax deposits; Over 30 custom reports categorized for municipal use; several custom items for utility billing invoices and detailed revenue tracking.

Our custom file works in-sync with our Utility Billing Module and Closing Tools Module. By creating this custom file, we have converted QuickBooks into a full-function Fund-Based Municipal Accounting System.

Discount! The first City in a new State or Country receive additional support at no extra cost. Ask your ClerkBooks Representative for more information.

Enhanced Payroll Subscription

The Custom QuickBooks File expands upon the QuickBooks Payroll System giving you the power to split payroll between different Functions, Departments, Objects and Funds – all on one paycheck!

The system:

  • Calculates gross wages from hours or annual salaries.
  • Calculates Federal and State Withholdings, Medicare, Social Security, retirement, health insurance, child support and other optional deductions to accurately calculate Net Pay.
  • Tracks available vacation and sick time.
  • Includes direct deposit for paychecks and tax payments
  • Prints 941s, W2s and other payroll forms on plain paper
  • Electronically submits Federal and State forms and payments for you.
  • Sets reminders for tax payments & form filings
  • Includes 24 hour Free support from payroll experts

The Custom File and the Enhanced Payroll Subscription gives you the added security that your payroll is compliant with current tax laws.

(Debit Card, Credit Card, or Direct Bank Draft is Required for Monthly Billing)

Utility Billing

The Utility Billing Module works in connection with QuickBooks. All customer information is entered into QuickBooks, then synchronized with the Utility Billing Module, thus eliminating the need for, and errors of, a dual entry system.

The Utility Billing module features a spreadsheet-like tool for entering in readings manually. The module also syncs with all handheld reader systems such as Badger and Sensus, so you can import bulk readings easily.

The Utility Billing Module calculates usage and rates, including minimum charges and tiered utilization levels, based on multiple customer types. The system also calculates late charges, surcharges and discounts. After making calculations, just one click sends the invoices back to QuickBooks to be printed. QuickBooks then manages all customer payments and deposits.

Closing Tools Module

QuickBooks is the world’s #1 accounting software for small business. However, it was not designed for municipal Fund accounting. It does not follow Governmental Accounting Standards Board (GASB) directives. Therefore, the database structure and the coding does not complete all the necessary accounting steps. ClerkBooks has done everything we can within the QuickBooks software to make it meet GASB directives. We have:

  • added a custom chart of accounts designed specifically for each state and streamlined for every municipality
  • added custom Items for utility billing and payroll to match the custom chart of accounts
  • added custom reports for Council, Auditor, and State reporting

However, this is still not enough.

The following document describes the Fund Accounting issues that QuickBooks has. It also describes how the Closing Tools module was created to finish the Fund Accounting tasks that QuickBooks cannot do on its own: Closing Tools Information

Remote Set-up, Customization, Data Conversion & Orientation

During your remote set-up and customization, we work hand-in-hand with your City Clerk, Finance Officer, and Auditor to make sure that the ClerkBooks Municipal Accounting System is ready to work for your City specifically. While ClerkBooks has the full chart of accounts designed for the largest cities in your State, we work directly with you to scale it back to be applicable and easy to use within your municipality.

All you need is a compatible computer, high speed internet connection, and a phone with hands-free capabilities. We will need remote access to your current systems, as well as access, via text or short phone calls, to your City Clerk, Finance Officer, and Auditor for periodic assistance.

Data Conversion includes importing and converting: customer billing & meter accounts, utility rates, customer beginning balances, sales tax & payroll items, employee records including year-to-date payroll information, beginning bank and fund balances, current fiscal year budgets, and more.

Remote Customization includes: streamlining the chart of accounts, utility bill invoice design, Council report design, and more. We sometimes get a month or two worth of accounting done in the system as well. (depends on timing of install within your current fiscal year)

Remote Orientation includes: one-on-one remote review of your specific accounting system including your chart of accounts, budget, payroll, paying bills, utility billing, making deposits, closing the month, and preparing reports for the Council. Orientation is spread across 3 days, over 3 weeks, during your first month of using the new system. Everyone learns by repetition. This approach allows you to learn the system, use the system, learn, use and learn again, as we try our best to help you get comfortable with the system.

(On-Site Set-up & Customization is also available)

Comprehensive QuickBooks & ClerkBooks Training Videos

All of the general training from our 2-Day On-Site Comprehensive Training course compressed into 45 4-10 minute videos. The videos allow you to skip to specific topics as needed. They are great for learning at your own pace, or as a refresher after installation.

Online Searchable Cheat Sheets

Log into our online knowledge base to access step-by-step instructions on everyday accounting tasks. Enter a phrase describing what you want help with and the system gives you the top articles related to your question. You also have the ability to print individual topics as your own personal set of “cheat sheets.”

Council Training

Your Council will have access to 2 hours of video training focusing on understanding the financials, using the financials to make informed decisions, and preventing and monitoring fraud.

Municipal accounting has never been easier!

Transactions Per Month

QuickBooks Pro and Premier are based on a database that only allows up to 625 transactions per month. Once that threshold is reached, the system will start to slow down and will be prone to more database issues. Eventually the database will max out and need to be archived. The Enterprise version is based on a different database and will allow up to 20,000 transactions per month.

Transactions include: receipts, invoices, payments, deposits, bills, bill payments, checks, paychecks, liability checks, journal entries, etc. (any transaction may have multiple detail lines – no need to count detail lines)

Simultaneous Users

QuickBooks Pro will allow up to 3 users to access the system at the same time. QuickBooks Premier will allow up to 5 users at the same time. QuickBooks Enterprise will allow up to 30 users at the same time.

Additional users require additional licenses as well as additional setup time.

Support Packages

During the install you will have access to 8 hours of video training. After the installation you will receive 2-3 days of one-on-one orientation. After the orientation, your Support Package kicks in. Support Packages are pools of available Support Hours. Support Hours can be purchased in four configurations.

5 Hour Pre-Paid Package: Minutes deducted in 5 minute increments.

10 Hour Pre-Paid Package: Minutes deducted in 5 minute increments. ($50 savings compared to two 5 hour packages)

20 Hour Pre-Paid Package: Minutes deducted in 5 minute increments. ($200 savings compared to four 5 hour package)

40 hour Pre-Paid Package: Minutes deducted in 5 minute increments. ($600 savings compared to eight 5 hour packages)

Support can be used for anything from “help QuickBooks won’t open”, to “help, my Auditor wants a specific report”. We help with software, hardware and networking issues. We help with any accounting questions including budgets, annual reports, payroll taxes, audit assistance and everything in between.

Packaged minutes never lose value or expire. Time is deducted from your package in 5 minute increments as support is used. This means you can use the minutes in one week, one month, one year, or over several years! You are required to have available Support Hours in order to use your ClerkBooks software. Once your Support Hours have been used, you can order additional time through the website. You can also view and monitor your Support history on the User Support website.

Two Payment Options

The process of converting to a new accounting system can be overwhelming. Here at ClerkBooks, it truly is our goal to make your job easier. Unfortunately, this doesn’t always mean less expensive. The biggest cost to the transition is the time it takes to customize your system to meet your needs, and the conversion of your current data into the new system’s structure.

We do not provide you a link to download and install, customize and convert your current data on your own. We do all of that for you. We start with a file created specifically for your State. It includes the State chart of accounts, custom reports, items, payroll and memorized transactions. We then streamline that template according to your budget and AFR. We enter your current budget and we hide accounts and items that you do not need.

We then enter in your data. We setup your customers, vendors, and employees. We enter your customer beginning balances. We setup your bank accounts along with beginning balances and outstanding transactions. We enter in all of your payroll year-to-date, so you can do W2s and 1099s from the new system. We also enter in all the rest of your transactions from the start of the fiscal year, so you can do your AFR from the new system. We then reconcile all your bank accounts and balance with your AFR.

Our goal is that you will be able to start using the system the day we hand it off to you. You can start working with today’s data, rather than re-creating history. Thus making your job much easier.

Traditional Terms

In the past, we only offered one payment plan. We required 50% down at the time of scheduling the conversion. The second half was due after we turned the system over to you to begin using.

This option is still available. However, we understand this can be a pretty big investment. Therefore, it can be a pretty big cash flow issue for smaller municipalities.

New Terms

Since it is truly our goal to make your job easier, we also want to do what we can to make paying for it easier as well. While the Traditional terms are still available, we now offer a two-year payment plan to help spread out the initial cost of the system.

This option starts with a 25% down payment to schedule the conversion. Once the system is handed off you to you to use, we then start the payment plan. We will automatically deduct the remaining balance, plus a small service fee, using ACH payments spread over 2 years. Everything is automatic. You don’t have to remember to send a check and we don’t have to keep sending bills. Easy for both of us!

If timed right, you can allocate the initial cost of the system over 3 fiscal years!

Contact Us today for more information!

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