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Council reviews proposed municipal accounting system; staff to schedule provider demonstration
Summary
Council discussed purchasing a governmental accounting and budget system (Edmund/Edmund Technology) intended to replace QuickBooks and Bill.com; staff said the vendor will configure the city’s fund structure and provide training, and council asked for a live demonstration to review features and reporting capabilities before finalizing procurement.
City finance staff presented council members with a recommended governmental accounting and budget management system during the Sept. 8 work session and asked for council approval to proceed with procurement. The system shown to staff replicates municipal fund accounting, budget‑vs‑actual reporting and decentralized purchase requisition workflows; staff said it would replace the city’s current QuickBooks and bill.com workarounds.
Finance said the vendor would build the city’s chart of accounts and fund structure (including a special revenue fund for opioid settlement revenues) and migrate historical data; the onboarding process and training were described as part of the subscription and configuration fee. Staff reported the vendor’s buildout and training are included in the implementation cost and said the city would be able to extract budget vs. actuals, balance sheets and other reports directly from the system.
Council members asked several implementation questions: how historical records would be migrated, ongoing training and maintenance commitments, whether the system would enable the budget and analysis the council now requires under R‑2603/R‑2604, and whether the city will need additional staff to run deeper fiscal analyses. Finance staff said the vendor will perform the system build and migration as part of the contract, provide ongoing training, and that some analytical work (fiscal impact analysis) may still require a budget/management analyst on staff or contract support.
Council requested a dedicated demonstration of the system for the full council and staff to review features in detail before the city completes procurement. Staff agreed to arrange a demonstration and said the vendor had proposed a target of having the system operational by Jan. 1, 2026, if procurement and configuration proceed on schedule.
The council did not complete a final procurement vote during the Sept. 8 work session; staff said they will follow up with a demonstration and timeline.
