Board directs staff to pursue termination of AP automation contract after compatibility problems

County staff told the Board of Supervisors that an AP automation vendor (WishRamp) approved by the board in December failed to deliver a compatible document‑transfer workflow needed for the county’s accounting system, creating duplicative work for staff.

Staff said the vendor’s platform digitizes invoices and backup documents but did not reliably transfer digitized backups into the county’s system of record, meaning staff would need to maintain duplicate files and workflows. Staff reported the vendor charged the annual subscription via ACH on March 1, and the county is pursuing possible prorated refunds but cautioned remedies may be legally limited by the contract.

During discussion supervisors and staff debated responsibility for compatibility checks during procurement. County counsel and staff noted that, legally, the contract is binding on the county and that board action is required to direct staff to cancel and to stop future payments. After discussion a supervisor moved and the board directed staff to terminate the agreement and pursue cancellation options and potential refunds; the board treated the action as direction to staff rather than a formal resolution.

The planning and finance staff emphasized they will work with county counsel to review contract terms and pursue any available refund or recovery. The county also noted an address on the vendor’s form raised questions about vendor verification and urged greater due diligence in future procurements.