Follow the money. From appropriation to paid invoice.
Funds, line items, encumbrances, vendors, contracts, invoices, payments. The chain of custody from “council approved $4.2M for road resurfacing” to “vendor cashed the check” — readable end-to-end, on the same database staff are working in.
Appropriation → encumbrance → invoice → payment. Auditable.
Most municipal finance systems lose the thread between any two of these. We keep it. Click any payment and walk back to the council vote that authorized it.
Funds & line items
Council-approved budget loaded as funds, departments, programs, and line items. Amendments tracked.
PO & contract commitments
Issue a purchase order or sign a vendor contract — the dollars come out of available balance immediately.
Vendor invoices & receipts
Vendor uploads invoice. Three-way match (PO + receipt + invoice) auto-runs. Exceptions surface for review.
Approval & disbursement
Approval chain runs (department, finance, treasurer). Payment file generated. Audit trail filed.
Three things this module is actually good at.
Budget book, vendor master, AP workflow. The vendor piece is what gets stale fastest at most agencies — we make it a living record.
The budget as a living document.
Funds, departments, programs, line items, with available / encumbered / spent updated in real time as POs and invoices land. Amendments track who changed what, when, and why — with the council resolution attached.
- HierarchyFunds → departments → programs → line items. Roll-ups and drill-downs share one model.
- Live balancesAvailable / encumbered / spent updated on every transaction — not nightly batch.
- AmendmentsCouncil resolution attached to every budget change. Auditor-friendly trail.
A vendor file that doesn't go stale.
W-9, COI, license status, debarment checks, MWBE status, contracts, POs, invoices, payments — all on one vendor record. Self-serve onboarding portal: vendors update their own bank info and renew their COI without a phone call.
- OnboardingSelf-serve vendor portal — W-9, banking, COI, certifications uploaded by the vendor.
- ComplianceSAM.gov & debarment checks run on activation and on every contract renewal.
- ContractsSame contract engine as HR — generate, e-sign, version, amend. Master agreements with task orders.
- 360°Spend, contracts, invoices, performance on one vendor file — not three different systems.
Three-way match without the spreadsheet.
Invoice arrives — PDF in email or vendor-portal upload. We OCR it, match it to the PO and goods receipt, route exceptions to a human, run the approval chain, and generate the payment file. Days, not weeks.
- IntakeEmail, vendor portal, scan — invoice arrives any way it can; we extract it.
- MatchAuto three-way match (PO + receipt + invoice). Exceptions surfaced, not buried.
- PayACH, check, p-card — approval chain runs, file generated, treasurer disburses.
Your chart. Your approval rules. Your auditor.
Government finance has its own physics: encumbrance accounting, fund accounting, GASB, single-audit. We configure to your reality — not to a generic ERP's idea of "departments."