Municipal Revenue & Receivables Management Purpose-Built for Canadian Municipalities
A comprehensive accounts receivable system that tracks and collects all non-tax municipal revenue — user fees, facility rentals, development charges, fire department charges, engineering fees, inter-municipal agreements, and any other invoiced revenue. Accurate aging, integrated collection workflows, and PSAB-compliant revenue recognition. Delivered as a full source code licence.
Collections Improvement
Aging Periods
Auto-Reconciliation
Certified & Compliant
SOC 2 Type II Certified
Annual third-party audit of security controls covering availability, processing integrity, confidentiality, and privacy — verified against AICPA Trust Services Criteria.
ISO 27001 Aligned
Information security management system aligned to international standards for risk management, data protection, and continuous improvement of security posture.
PSAB PS 3510 Compliant
Revenue recognition, deferred revenue tracking, and receivable valuation fully aligned with Public Sector Accounting Board standards for Canadian municipal financial reporting.
MFIPPA Compliant
Built-in access controls, data minimization, audit trails, and records retention enforcement aligned with the Municipal Freedom of Information and Protection of Privacy Act.
Canadian Data Residency
All data stored and processed exclusively in Canadian data centres. No cross-border data transfers. Full data sovereignty contractually guaranteed — not just a policy statement.
PIPEDA Compliant
Consent management, data minimization, breach notification workflows, and right-of-access/correction mechanisms aligned with Canada's federal privacy legislation.
The Journey
From Fragmentation to Clarity
Manual Invoicing, Uncollected Revenue
Your finance team generates invoices manually — typing line items into spreadsheets, hand-coding GL accounts, emailing PDFs, and tracking payments in disconnected systems. Aging reports are compiled monthly from multiple sources. Collection follow-up is inconsistent and undocumented.
Revenue Leakage and Compliance Risk
Without systematic aging management and automated collection workflows, receivables over 90 days grow unchecked — representing $100K–$250K in uncollected revenue annually. Manual journal entries for revenue recognition create PSAB compliance gaps that auditors flag every year. Year-end preparation consumes 2–3 weeks of finance staff time.
One System. Every Invoice. Full Audit Trail.
Civic Accounts Receivable replaces spreadsheets and manual processes with a single platform for invoice generation, payment application, aging management, collection workflows, and PSAB-compliant revenue recognition. AI payment matching, predictive collections scoring, and debtor self-service — all integrated with the General Ledger. Full source code licence.
Engineered for Measurable Revenue Impact
Civic AR is designed to reduce outstanding AR aging over 90 days by 35%, bring invoice generation time under 5 minutes, achieve 95%+ collection rate within 60 days, eliminate 100% of manual revenue journal entries, and automate the year-end AR confirmation process — all within Year 1.
Measurable Impact
Engineered for Impact
Aging Reduction
Reduce outstanding AR aging over 90 days by 35% through automated collection workflows — systematic reminders, demand letters, escalation, and AI-powered risk-tiered collection strategies that prioritize high-value, high-probability accounts.
Invoice Generation
Reduce invoice generation time from 20+ minutes to under 5 minutes with automated GL coding, template-based invoicing, recurring invoice schedules, progress billing milestones, and built-in HST/GST calculation.
Collection Rate
Achieve 95%+ collection rate on invoiced amounts within 60 days through systematic aging monitoring, automated collection workflows, AI predictive scoring, debtor self-service portal, and payment arrangement management.
System-Posted Revenue
Eliminate 100% of manual journal entries for revenue recognition. All revenue is system-posted per PSAB PS 3510 — debit receivable, credit revenue at invoice; debit cash, credit receivable at payment — with automated deferred revenue tracking and month-end accruals.
Platform Health
Always On. Always Secure.
Uptime SLA
SLA commitment
Municipality Scale
Population range
API Response Target
P95 latency target
Deployment Timeline
For 30–150 staff
The Challenge
Why the Status Quo Fails
Canadian municipalities (population 5,000–100,000+) manage thousands of invoices annually for non-tax revenue — user fees, facility rentals, development charges, inter-municipal agreements, grants, and internal chargebacks. Without an integrated AR system, invoice generation is slow, collection follow-up is inconsistent, payment application is manual, and PSAB-compliant revenue recognition relies on error-prone journal entries.
Invoices are created manually in spreadsheets or disconnected billing systems — each taking 20+ minutes with manual GL coding, approval routing via email, and PDF delivery by individual email. Errors in revenue account coding require time-consuming correcting journal entries. No recurring invoice automation for facility rentals or lease agreements.
Without systematic follow-up workflows, receivables over 90 days grow unchecked. Collection efforts are ad-hoc — staff send reminder letters when they remember, phone calls are unlogged, and escalation to collection agencies happens too late. No aging dashboard provides real-time visibility.
Manual journal entries for revenue recognition create PSAB PS 3510 compliance risk. Deferred revenue tracking for multi-year development agreements and grants relies on offline spreadsheets. Auditors flag revenue recognition deficiencies annually, increasing audit fees and management letter findings.
Incoming payments — cheques, EFTs, credit cards, wire transfers — require manual matching to outstanding invoices. Bank EFT files are reconciled by hand. Partial payments, overpayments, and multi-invoice payments consume hours of staff time daily. Deposits and retainers are tracked in separate spreadsheets.
Auditors require AR aging schedules, customer confirmation letters, allowance for doubtful accounts calculations, transaction registers, and segregation of duties documentation — all compiled manually from multiple systems over 2–3 weeks. AR subledger-to-GL reconciliation is a manual monthly exercise.
Estimated Annual Cost of Status Quo
$170K – $340K
Every resident deserves a government that remembers who they are. Civic Accounts Receivable was designed to make that standard — one record, one platform, one consistent experience across every department and channel.
Product Vision
Civic Accounts Receivable
The Solution
Civic Accounts Receivable
Civic Accounts Receivable provides a single, integrated platform purpose-built for Canadian municipal revenue management. It connects invoice generation, payment application, aging management, collection workflows, revenue recognition, and audit reporting into one PSAB-compliant system — with AI payment matching, predictive collections scoring, and a debtor self-service portal. Delivered as a full source code licence for complete municipal ownership and control.
Invoice Generation
Create recurring and one-time invoices with configurable templates, GL coding, and automatic numbering.
Create recurring and one-time invoices with configurable templates, GL coding, and automatic numbering.
Aging Management
Automated aging analysis with configurable periods (30/60/90/120 days) and collection action triggers.
Automated aging analysis with configurable periods (30/60/90/120 days) and collection action triggers.
Collection Workflows
Escalating reminder letters, interest calculations, and write-off procedures with council authorization tracking.
Escalating reminder letters, interest calculations, and write-off procedures with council authorization tracking.
Developer Charge Tracking
Track development charges, lot levies, and subdivision agreements with installment schedules and security deposits.
Track development charges, lot levies, and subdivision agreements with installment schedules and security deposits.
Grant Receivables
Track federal and provincial grant receivables with claim submissions, draw-downs, and compliance reporting.
Track federal and provincial grant receivables with claim submissions, draw-downs, and compliance reporting.
Payment Application
Apply payments from receipting module automatically, with overpayment handling and credit balance management.
Apply payments from receipting module automatically, with overpayment handling and credit balance management.
Who Benefits
Purpose-Built for Every Stakeholder
Finance Director
Real-time revenue visibility, PSAB compliance, and audit readiness
- Executive dashboard showing total outstanding receivables, aging distribution, collection rates, and revenue trends across all departments — updated in real-time
- PSAB PS 3510-compliant revenue recognition — earned revenue, deferred revenue, and multi-period allocation all system-posted with zero manual journal entries
- Automated year-end audit preparation: aging schedules, confirmation letters, allowance calculations, and transaction registers generated on demand
- Revenue forecasting with AI-powered predictions by source, season, and leading indicators — with confidence intervals for budget planning
- Complete segregation of duties enforcement — invoice generation, approval, and payment application separated by role
Real-time revenue visibility, PSAB compliance, and audit readiness
- Executive dashboard showing total outstanding receivables, aging distribution, collection rates, and revenue trends across all departments — updated in real-time
- PSAB PS 3510-compliant revenue recognition — earned revenue, deferred revenue, and multi-period allocation all system-posted with zero manual journal entries
- Automated year-end audit preparation: aging schedules, confirmation letters, allowance calculations, and transaction registers generated on demand
- Revenue forecasting with AI-powered predictions by source, season, and leading indicators — with confidence intervals for budget planning
- Complete segregation of duties enforcement — invoice generation, approval, and payment application separated by role
Cash management, collection optimization, and risk mitigation
- Real-time aging dashboard with drill-down by customer, department, revenue type, and GL account — current, 30, 60, 90, 120+ days
- AI predictive collections scoring prioritizing high-value, high-probability accounts — maximizing recovered dollars per hour of staff effort
- Cash flow forecasting based on payment pattern analysis, seasonal trends, and economic indicators — supporting investment and borrowing decisions
- Automated write-off processing with approval hierarchy (manager → director → CAO → council) and full audit trail
- Municipal Act s.398 add-to-tax-roll workflow for delinquent receivables from property owners
Full source code ownership and reduced integration burden
- Full source code licence — not SaaS. Your municipality owns the code, controls the deployment, and modifies without vendor dependency
- REST/gRPC API and pre-built connectors to Civic GL, Property Tax, Utility Billing, Digital Payments, and bank EFT systems
- Canadian-hosted infrastructure with two data centres (Toronto, Montréal) — no cross-border data transfer concerns
- RBAC with Active Directory / SAML 2.0 SSO, MFA (TOTP, push, WebAuthn/FIDO2), and automated JIT provisioning from IdP group membership
- Microservices architecture supporting independent scaling of invoicing, collections, payments, and reporting components
Fast invoice generation and streamlined billing workflows
- Template-based invoice creation with automated GL coding, HST/GST calculation, and due date computation — under 5 minutes per invoice
- Recurring invoice schedules for facility rentals, lease payments, service agreements, and annual permits — auto-generated with review/approval
- Progress billing for development agreements with milestone tracking, holdback management, and billed-vs-total-contract views
- Multi-channel invoice delivery: email (PDF), print-and-mail, and debtor portal — with delivery tracking and bounce detection
Transparent pricing and Canadian-owned vendor accountability
- Full source code licence — the municipality owns the intellectual property. No vendor lock-in, no SaaS dependency
- Canadian-owned and operated — eligible for domestic procurement preferences where applicable
- Published SLA commitments with measurable uptime guarantees (99.9%) and quarterly penetration testing
- Structured implementation methodology with fixed-scope phases, defined deliverables, and deployment in under 12 weeks for 30–150 staff
- No proprietary data formats — full data export in standard formats at any time with no contractual restrictions on data portability
Quick Reference
At a Glance
What Municipalities Say
Trusted by Municipal Leaders
Hear from the CAOs, IT managers, and front-line staff who transformed their municipalities with Civic Accounts Receivable.
“Civic AR is designed so that within the first six months, outstanding receivables over 90 days drop by 35% — automated collection workflows and predictive scoring ensure no invoice slips through the cracks.”
Finance Director
Projected outcome
Mid-size municipality · 45,000 residents
35%
Aging Reduction
Proven Results
Customer Success Stories
Real deployments. Real outcomes. Explore how Ontario municipalities transformed their operations.
Success Story
City-Tier Municipality
80,000 residents residents · Projected deployment in under 12 weeks · ROI modelled within 14–18 months
Challenge
Manual invoice generation across 6 departments with disconnected spreadsheets, no systematic collection follow-up, and PSAB revenue recognition handled through error-prone manual journal entries. Outstanding AR over 90 days growing 15% year-over-year.
Outcome
Projected deployment with full source code licence across all revenue-generating departments in under 12 weeks. Designed to reduce aging > 90 days by 35%, achieve 95%+ collection within 60 days, and eliminate 100% of manual revenue journal entries — per spec Year 1 targets.
Key Results
35%
Aging Reduction
95%+
Collection Rate
< 12 wk
Deployment
Get Started
Ready to Transform Constituent Service Delivery?
Schedule a consultation with our municipal solutions team to discuss your requirements, see a live demonstration, and receive a tailored implementation proposal.