How Cloud Technology Revolutionizes Accounting Processes

In the public sector, financial operations can be time-consuming and complex. Between regulatory requirements, budget constraints and public scrutiny, government accountants face many challenges that other industries don’t have to worry about.

Unfortunately, many public agencies and finance departments still use on-prem systems or disparate software solutions to manage accounting processes, making these challenges even harder to overcome.

As a utilities commission in Fitzgerald, GA learned firsthand, inefficient accounting processes only lead to wasted time, higher costs, and poor service delivery. In this article, we explore how Fitzgerald revolutionized their accounting with cloud-based finance software built for the public sector.

Case Study: Fitzgerald Water, Light and Bond Commission

Fitzgerald Water, Light and Bond Commission provides local utilities to Fitzgerald, GA, including electricity, water, sewer and gas. More than 20 years ago, they began searching for a comprehensive solution for accounting processes and utility billing.

In 2007, Fitzgerald moved from their on-prem system, the IBM AS/400, to the cloud. Since the migration, they haven’t needed any on-site IT personnel, which has led to significant savings. Their service provider, CentralSquare, handles all IT responsibilities on their behalf.

In 2018, they adopted CentralSquare’s NaviLine system. As a one-stop, cloud-based solution, NaviLine helps Fitzgerald manage their general ledger, accounts receivable, payroll, fixed assets, purchasing and inventory, and utility billing.

Thanks to NaviLine, Fitzgerald has automated their utility billing process. For example, they integrated meter readings into the NaviLine system, which automatically bills citizens for utility usage. This has eliminated much of the manual, tedious work for the billing department, as well as reduced billing errors.

Since implementing CentralSquare, Fitzgerald has been able to save money, optimize processes, and better serve the community. Keep reading to discover the practical benefits of cloud-based finance software like NaviLine.

Benefits of Cloud-Based Accounting Software

No Need for On-Site IT Personnel

Cloud-based accounting software is hosted remotely, meaning that the service provider is responsible for ensuring the system’s reliability, security, and performance – including managing all necessary updates and troubleshooting issues as they arise.

This type of arrangement freed up Fitzgerald to focus more on strategic tasks rather than on technical concerns, and it can do the same for you. It also means you won’t have to hire as many (or any) specialized IT staff, saving you the costs associated with multiple IT salaries.

Cost-Savings

By moving to the cloud, agencies eliminate the need for expensive on-premise data centers, as well as the associated maintenance costs. This reduction in capital expenditure and ongoing IT costs frees up the budget for other critical areas.

Additionally, cloud software often operates on a subscription model, which allows for predictable budgeting with lower upfront costs. It lets agencies only pay for what they need, when they need it, with the ability to scale up or down as demand fluctuates.

Streamlined Processes

As Fitzgerald experienced firsthand, systems like NaviLine automate key financial tasks such as payroll, budgeting and purchasing. This automation reduces the time and effort required for manual data entry and financial calculations. It minimizes errors and increases accuracy.

Not only that, the right financial software creates a central location for all of your accounting needs. This allows employees to access real-time information from any location and any device for timely and informed decision-making. Of course, system admins can set access levels for different types of users to keep information secure.

Integration Between Different Systems

Over 20 years ago, Fitzgerald understood the importance of a one-stop solution for accounting, utility billing, payroll, etc. Does your department still use disparate software for each of these tasks?

A comprehensive solution like NaviLine provides a single platform for managing your small- to mid-size community. It ensures your data is consistent and up-to-date across all departments, reducing discrepancies and improving data accuracy. This integration automates administrative processes (saving you time) and enhances reporting and analytics.

Fewer Errors in the Billing System

By automating the entire billing process, from invoice generation to payment tracking, cloud-based finance software minimizes the chances of human error due to manual data entry.
It should also include checks and validations to ensure billing information is accurate and complete before processing. These features help prevent common errors such as duplication, incorrect amounts or misallocated payments. As a result, public agencies can provide more reliable and convenient services to citizens.

Time Savings for Citizens

Systems like NaviLine also benefit your citizens. The Citizen Engagement Portal in NaviLine gives citizens 24/7 access to their account information. It also provides numerous self-service options so they can answer their own questions, which saves time for them and your staff. For instance, they can access and pay their utility bills online, instead of having to pay in person.

See how Fitzgerald Water, Light and Bond Commission benefitted from NaviLine in this short case study video.

How to Get Started

Since implementing NaviLine by CentralSquare, Fitzgerald has been able to save money, optimize processes, and better serve the community. In other words, they migrated to the cloud and haven’t looked back.

NaviLine is a comprehensive product suite with tools for accounting, payroll, community development, utility billing, workforce management and asset management. Schedule a discovery call today to learn how your agency can experience similar benefits as Fitzgerald Water, Light and Bond Commission.