Cash Receipting Software

The Vendor is required to provide software as a service (SaaS) a comprehensive cash receipting software solution.
- This solution must integrate with the City’s utility billing software, SpryPoint, and the Workday ERP system and support citywide payment collection processes, both in-person and online, for various municipal services.
- The City currently collects payments for a wide range of services, including but not limited to:
•    Utility billing (water, sewer, stormwater, solid waste, streetlights, special service districts)
•    Permits and licensing
•    Parks and recreation programs
•    Public safety fines and fees
•    Special event reservations
- The City intends to implement a centralized, cloud-based cash receipting solution that:
•    Supports multi-departmental payment types
•    Provides a consistent, real-time interface for all customer-facing payments
•    Fully integrates with the Workday ERP system and the City’s utility billing software SpryPoint
•    Interfaces with Invoice Cloud for online utility payments
- The selected cash receipting software must be capable of integrating with both systems at go-live. 
- Implementation is anticipated to align with these timelines to ensure continuity of operations and minimize disruption.
- Core Cash Receipting Capabilities
1. Real-time posting to the general ledger, with seamless integration to Workday ERP modules (Accounts Payable, General Ledger, Revenue, and Customer Accounts).
2. Barcode scanning and receipt printing, with support for:
•    Reprinting or suppressing receipts.
•    Configurable receipt formats with unlimited detail lines.
•    QR/barcode on invoices embedding payment details.
3. Cash drawer and safe reconciliation, including:
•    Support for multiple cash registers and cash balancing by deposit.
•    End-of-day checklists, bank deposit tickets, and bank bag number assignments.
•    Cash batch workflows for department processing and finance approval.
4. Support for manual and automated batch processing:
•    Create manual batches (e.g., drop box, mail-in).
•    Allow batch closing with net zero or negative balance (for adjustments).
•    Batch entry, backdating, and department-level submission workflows.
5. Full support for multiple Point-of-Sale (POS) terminals across departments, with end-of-day receipt consolidation.
6. Configurable tender types and payment workflows, including:
•    Multiple payment methods in a single transaction (e.g., cash + credit card).
•    Split payments across forms or multiple cards.
•    Offline payment entry and upload.
7. User role permissions with full audit trail of changes, transaction history, and internal comments.
- Integration Capabilities
•    Workday ERP (AP, GL, Revenue, Customer Accounts).
•    SpryPoint Utility Billing Software.
•    Invoice Cloud for online payments.
•    GIS system (map views for consumption data).
•    Customer Information Systems and AMI Metering.
•    Payment processors and lockbox vendors.
•    CORIS for court payments.
•    Chameleon for Animal Service payments.
•    Support for APIs to enable data exchange with additional external systems.
•    Imports/exports of receipts and payments from third-party vendors (e.g., online payments).
- Online Self-Service & Customer Portals
•    Secure access for customers to make one-time or recurring online payments without requiring account setup.
•    Ability to support direct debit, credit card payments, and ACH withdrawals.
•    Real-time display of account balances, past due amounts, and transaction history.
•    Online form submission with payment integration (e.g., licenses, permits, applications).
•    Rebate application and document upload functionality.
•    Tools for property managers to manage multiple accounts under one login.
•    Ghost/mirrored administrative access for customer service staff.
•    Customer messaging and alert tools, including:
o    Targeted communications (email, SMS, mail).
o    Alerts triggered by login or account conditions.
o    Posting of informational content and downloadable documents.
- Reporting & Reconciliation
•    Daily cash-out and deposit reports by register and payment type.
•    Departmental revenue and batch reports.
•    Exception reports for voids, adjustments, or duplicate payments.
•    Support for customer-specific data filtering and mass communication based on location or account status.
•    Dashboard views tailored by user role, including finance, cashier, and admin staff.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 19, 2026