Town of Shelby adopts QuickBooks Online after debate over bookkeeping and voucher entry

The Town of Shelby board voted unanimously to adopt QuickBooks Online for all town accounting and water billing after a lengthy discussion about bookkeeping arrangements with Single Source and whether voucher entry should be done by the firm or by in-house staff.

Council member Linda moved to adopt QuickBooks Online for town accounting; Council member Jeff seconded the motion, and the board approved it by voice vote. Board members said the change is needed to allow Single Source to begin work and to create a consolidated, audit-ready ledger.

The vote followed extended debate over trade-offs. Supporters said Single Source's platform and monthly-fee model would give the town a cleaner, transferable set of books. Several members cited persistent problems with the previous software and bookkeeping arrangement and emphasized the priority of having accurate records for the annual audit.

Opponents and cautious voices urged the board not to eliminate oversight or transfer too much operational control. One board member warned against training only in-house staff without professional review, saying errors in how invoices are coded can leave the town scrambling months later to reconcile budgets. Members discussed a plan where Single Source would both enter and review vouchers, and where the firm could train town staff as appropriate.

Board members discussed costs during the exchange. They cited prior bookkeeping expense of roughly $75,000 a year and Single Source cost estimates ranging from about $45,000 (without voucher input) to roughly $56,000 if vouchers are entered by the firm; other service configurations were discussed in the low-to-mid $60,000s. Several members said those figures reflect different service levels (vouchers entered or not, budget work, meeting attendance) and that the board should confirm hours and scope with Single Source before finalizing arrangements.

Margaret of Single Source and town staff will clarify whether Single Source will print checks and how much on-site time is needed. Several board members asked that Single Source demonstrate the QuickBooks setup and that the state auditor's representative review the plan if necessary. The board directed staff to follow up with Single Source and report back.

The board concluded the matter by adopting QuickBooks Online and authorizing the firm to proceed under that platform. The motion carried unanimously. The board adjourned after routine closing business.