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County staff present plan to automate accounts-payable with Tyler Technologies; contingency funds requested
Summary
Miss Hollis presented Tyler Technologies’ AP Automation, estimating about $37,008 in annual processing savings and requesting a one-time contingency appropriation of $17,007.15 to implement the ACH disbursement system; a motion to purchase was made and seconded but the transcript does not record a final vote outcome.
Washington County commissioners heard a presentation on May 26 about switching accounts-payable processes to Tyler Technologies’ AP Automation system, a vendor-hosted option described as capable of ingesting emailed invoices, extracting invoice numbers and coding information through AI, routing approvals, and disbursing payments via ACH.
Miss Hollis, a county staff member, told the court that the county currently mails about 5,200 checks annually and estimated postage, paper and labor savings of roughly $37,008.33 per year if the Tyler solution is adopted. She described the vendor workflow: the county would send a lump-sum payment to the vendor each pay cycle ("We would send them $500,000, and then they would disperse the payments by ACH."), and the vendor would process individual payments; the county would retain the ability to print checks if needed.
Miss Hollis asked that the one-time implementation cost ($17,007.15) be charged to contingency because the postage budget does not contain sufficient funds this year. After questions and brief discussion, Commissioner Corn moved to approve purchase of Tyler Technologies’ AP Automation solution and to allow the county judge to sign any necessary documents; the motion was seconded. The provided transcript captures the motion and discussion but does not include a recorded final vote in the excerpt.
What’s next: The motion was made and seconded; the transcript excerpt does not record whether the court completed a vote on the purchase or the requested contingency appropriation.
