Events and Webinars

Events and Online Webinars

Continuing Education is key to success in the ever changing worlds of government, accounting and software. Join us as we cover the hot topics and apply them directly to your ClerkBooks system. Classes are interactive with live communication with all participants, downloadable presentations, and/or printable manuals and worksheets.

Content will be applicable to the City Clerk, City Treasurer, and City Manager positions. Content will relate to positions in all states, however we may utilize the Iowa chart of accounts for sample transactions. Council Members and Mayors are invited to attend and there is also a separate class available that is tailored specifically for them.

Click on the list of events and webinars to see more information about each class. Use the Registration Form at the bottom of the page to register for one or more classes. We will invoice you within 24 hours of receiving your registration.

List of Events and Webinars

Funding Capital Projects with TIF: Friday, January 17, 2020

Funding Capital Projects with Tax Increment Financing (TIF)

January 17, 2020

Nobody has enough money to accomplish everything they need to do in their City! However, there are some pretty big tools available to all Cities, no matter what size. Join us while we teach you how the “big boys” get things done!

This one-day webinar will cover:

  1. Daring to dream bigger
  2. Understanding what TIF is and how it works
  3. Establishing an Urban Renewal Plan
  4. Financing Urban Renew Projects with GO Bonds, Revenue Bonds, TIF Debt, Developer Agreements and Internal Loans
  5. Low-to-Moderate Income (LMI) Projects
  6. Accounting for Urban Renewal Projects and TIF Revenue
  7. TIF Reporting

Everyone who currently has an Urban Renewal Plan, Economic Development Plan or Capital Improvement Plan, or is considering any one of them in the future, is strongly encouraged to attend this webinar.

We will start at 9am cst and end when everything has been covered (probably around 3pm)

Cost

$125 per City

Iowa WET / Multiple Sales Tax Rates Per Invoice: Friday, May 22, May 29, or June 5 2020

Iowa WET / Multiple Sales Tax Rates Per Invoice

May 22, May 29 or June 5, 2020

This topic has been the focus of many headaches over the last several months. The problem was that QuickBooks is not designed to handle multiple tax rates on one invoice. Therefore, we have had to change the process of how our invoices are created through the Utility Billing module. While we worked on the update, you unfortunately had to take some additional steps to get accurate numbers for paying the sales and excise taxes. Good news is that we have finally worked out all of the bugs in the system. We now have a streamlined process for tracking and reporting accurate numbers. Join us on this webinar as we walk through all the updates and how to use them.

This one-day webinar will cover:

  1. Setting up Sales and Excise Tax Items
  2. Assigning Proper Tax Items to Customers
  3. Assigning Tax Items to Utility Billing Items
  4. Re-designing our Invoices to Include the Additional Items
  5. Understanding the Sales Tax Liability Report
  6. Reporting Sales and Excise Taxes to the State
  7. Entering Your Sales and Excise Tax Payments in QuickBooks
  8. Balancing Your Sales Tax Liability on the Balance Sheet

Every City in Iowa is encouraged to attend, as well as Cities outside of Iowa that use more than one tax rate on any given invoice.

We are offering this one-day course as a webinar with 3 date options:

  • Friday, May 22, 2020 or
  • Friday, May 29, 2020 or
  • Friday, June 5, 2020

We will start at 9am cst and end when everything has been covered (probably around 3pm)

Cost

$125 per City

Annual Conference: June 18 - 19, 2020

ClerkBooks User Conference

June 18 – 19, 2020

We always learn something new during each install. We also attend our own continuing education classes every year. We apply some of our new knowledge to upgrades to the ClerkBooks system. The rest is taught during these two days. Come and network with other ClerkBooks users as we update you on the latest and greatest ClerkBooks tricks, tools & techniques.

This year will focus less on the basics and more on intermediate to advanced topics. All classes are being re-written! The second day will focus primarily on economic development and urban renewal. All content will be applicable to all cities in all states. The first day will only be for Clerks and Treasurers. However, we will hold a special evening session specifically for Mayors, Council Members and Departmental Leaders. The second day is for all City staff. Mayors, Council Members, Department Leaders, Clerks and Treasurers are all invited to attend. The cost is per City, so you can get as many people involved as possible!

This year will be held via interactive webinar only. There will not be an on-site option.

Tentative Agenda

Times: CST Thursday (Day sessions for Clerks and Treasurers only Friday (All staff including Mayor, Council and Departmental Leaders, are encouraged to attend)
8:00-8:30 Welcome – Connecting to the Webinar Welcome – Connecting to the Webinar
8:30-9:45 Fund Accounting Principals Budgeting Principals
9:45-10:00 Break Break
10:00-10:45 Tough Transactions (Bounced Checks, Voiding Transactions, Liens, etc.) Budget Workshops with the Council
10:45-11:00 Break Break
11:00-12:00 Closing the Books & Preparing Council Reports Intro to Capital Planning
12:00-1:00 Lunch Break Lunch Break
1:00-1:45 Preparing for an Audit Economic Development
1:45-2:00 Break Break
2:00-2:45 Communicating with your Council and the Public Urban Renewal
2:45-3:00 Break Break
3:00-4:00 Record Keeping Financing for Urban Renewal and Economic Development
7:00-9:00 Mayor, Council and Departmental Leaders Only: How to understand and use your financial reports to make decisions and prevent fraud No evening session

Cost

Cost includes: registration and downloadable/printable materials

Webinar Cost: per City
Registered before June 1st $250.00
Registered after June 1st $285.00
Budgeting with ClerkBooks: October 20 or 21 or 22, 2020

Budgeting with ClerkBooks

October 20 or 21 or 22,2020

This one-day course will focus on advanced budgeting techniques including:

  1. Budgeting Principals
  2. Creating memorized Budget Worksheet reports for each sub-fund
  3. Adding a calculated proposed budget column
  4. Adding a dashboard to project what-if scenarios
  5. Getting Council buy-in (Making it their budget, not yours)
  6. What to let the Council budget, what you should budget
  7. Tying the budget to a Capital Improvements Plan (CIP)
  8. Budget approval process
  9. When to amend the budget
  10. Entering the budget into QuickBooks
  11. Monitoring the budget at every Council meeting

We are offering this one-day course as a webinar with 3 date options:

  • Tuesday, October 20 or
  • Wednesday, October 21 or
  • Thursday, October 23

We will start each day at 9am cst and end when everything has been covered (probably around 3pm)

Cost

$125 per City

Council Training: By Appointment Only (Customized per City)

Council Training

Scheduled by Appointment

The City Council, or Board, is responsible for safeguarding the City’s assets. To do so, they must often times make tough decisions considering the limited resources they have. They must strive to use these limited resources in the most efficient way possible; to meet as many needs and wants as they can.

The City’s staff is responsible for carrying out actions according to the Council’s decisions. In turn, they must provide timely and accurate information about those actions. This information can assist the Council in making the next set of tough decisions.

Part of safeguarding the City’s assets is to prevent fraud. The Council and the Staff must work together as a Team to prevent fraud. When mistakes are made, each part of the team is there to help correct the mistake. The Council and Staff should have each other’s back.

This two hour webinar will expand on these principals and give the Council and Staff a framework for building team work. This webinar is live and tailored specifically for each City. We will use real reports with up-to-date information from your City as examples.

Class Length

Two Hours

Topics

Understanding the Financials Using Financials to Make Decisions Preventing Fraud
Purpose of an Accounting System
Realistic Expectations
Limited Resources vs Unlimited Wants/Needs
Staff and Council, Working as a Team
Fund vs Department vs Account
What Information Can Staff Give Me?
Standard Reports vs Custom Reports 		Using the Balance Sheet Report to Make Decisions
Using the Profit & Loss Report to Make Decisions
Using the Budget to Make Decisions
Using the Capital Plan to Make Decisions 		What is Fraud?
How Does Fraud Happen?
Working as a Team to Prevent Fraud
Using Checks and Balances to Prevent Fraud
Using the Balance Sheet by Month (Fiscal Year-to-Date) to Prevent Fraud
Using the Profit & Loss (Last Month) to Prevent Fraud

Cost

Includes: Registration for Entire City, Downloadable Presentation, Sample Reports
$225.00

Capital Planning: By Appointment Only (Customized Per City)

Capital Planning

Scheduled by Appointment

On a month by month basis, it is so easy to get tunnel vision. We tend to focus on “patching holes” and “putting out fires. Often this means the more expensive projects never get done. When an “emergency” forces a Council to complete a large project they have to borrow more than Cities who have a Capital Improvements Plan. This leaves serious infrastructure and debt issues to the next generation.

Every City, no matter how small or how big, should have a Capital Improvements Plan. Capital Planning involves both short and long term plans for everything from office computers to street repairs to sewer lagoons. However, a Capital Plan is worthless without a way to finance the projects. That is why we also talk about available financing options including: tax planning, budgeting, grant writing, TIF, loans and bonds.

Class Length

3 Hours

Topics

Planning Financing Monitoring
What is a Capital Improvements Plan?
Who Needs a Capital Improvements Plan?
Benefits of a Capital Improvements Plan
Creating a Capital Improvements Plan
Creating an Asset Inventory
Forecasting Future Needs
Creating a Project List
Getting Public Input
Finalizing the Plan 		Tax Planning
Budgeting for Capital Improvements
Writing Grants
TIF (Tax Incremental Financing)
Loans
Bonds 		Capital Planning and the Budget
Continual Communication
Handling Emergencies

Cost

Includes: Registration for Entire City, Downloadable Presentation, Sample Plan
$350.00

Registration Form

Once your registration is received, we will send you an invoice you can have the Council approve before payment is made.
reCAPTCHA is required.

Webinar Technical Requirements:

Each registrant must have their own computer with high speed internet (15 Mbps or faster), speakers or headphones, and a microphone. Camera is not required. (Internet providers can boost your speed for the days of the training, then lower them back down after the training, if desired.)

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. No need to call overseas to get the help you need.
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 big cities. We don’t try and make small towns fit into the big 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 bookstores, local colleges, online classes, 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: 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!

  • Low cost of ownership! Our initial price is as low as many of our competitor’s annual upgrade fees! Then, our system only needs to be upgraded every 3-5 years! Upgrades can even be spread out over multiple years!

  • 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: Who Uses ClerkBooks?

Answer:
ClerkBooks is now in use by over 150 cities in 26 states. Contact us for a list of cities you can call for references.
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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