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Rhinebeck board approves migration to subscription accounting software
Summary
The village voted to contract with a subscription accounting service (Beyond Group) to replace its legacy spreadsheet-based system, approving a $16,700 migration fee and monthly subscription and outsourced accounting costs to improve reconciliation and online payments.
Trustees voted to contract with a subscription accounting provider to modernize municipal financial management after comparing packages and implementation costs.
The board reviewed alternatives including large bundled systems and concluded a subscription model from Beyond Group (vendor named in the packet) offered the mix of features, ongoing updates and lower ongoing outsourcing costs. Staff described a one‑time data migration fee of approximately $16,700; a subscription fee of $650 per month; user/seat and payroll integrations totaling about $550 per month; an online payment service of about $100 per month; and an outsourced monthly accounting/cleanup fee estimated at $4,200 during transition. Staff said the package will link payroll and transaction processing and reduce manual month‑end journal entries and reconciliation work currently done under contract.
Trustees noted implementation timing: migration and cleanup will occur before the new fiscal year, with ongoing monthly fees incorporated into the 2026–27 budget and the one‑time implementation to be covered from fund balance as presented. After discussion about offsets (reduced outsourcing fees to RBT, estimated about $20,000 annually, and savings in postage and manual processing), the board approved the contract by voice vote.
The board instructed staff to coordinate the migration schedule to minimize disruption and to confirm final contract terms and start dates.
