The challenge
The The company collected payments for recreation programs and municipal services through Square point-of-sale terminals, but those transactions had to be manually reconciled and entered into Sage Intacct for government accounting and reporting. The manual process introduced reconciliation delays and increased the risk of reporting errors for public financial records. The city needed an automated data flow that met governmental accounting standards without requiring staff to re-key payment data.
What we built
- Built an automated integration that captures Square POS transaction data from recreation and municipal service payments and routes it into Sage Intacct
- Implemented GL account mapping to correctly classify municipal revenue streams by department and fund in Intacct
- Developed daily transaction batch reconciliation to align Square settlement reports with Intacct journal entries
- Engineered error handling and alerting to flag transaction discrepancies before they affected financial close
- Configured the integration to support the city's fund accounting structure required for governmental reporting
The outcome
- Manual re-keying of Square POS transactions into Sage Intacct was fully eliminated across all municipal service categories
- Financial close preparation time for recreation and municipal payment data was significantly reduced
- Reconciliation accuracy improved, reducing the risk of errors in public financial reporting
- The company finance staff gained real-time visibility into departmental revenue without manual data consolidation