Centralized Cashiering & Payment Receipting Purpose-Built for Canadian Municipalities
A single point-of-sale system for every payment type a municipality receives — property tax, utility bills, permits, recreation fees, dog licences, parking tickets, and miscellaneous revenue. Civic Receipting gives cashiers a single screen for any payment, supervisors automated end-of-day reconciliation, and treasurers real-time revenue visibility with 100% GL posting accuracy. Deployable in under 10 weeks. Delivered as a full source code licence.
Transaction Speed
PCI Compliant
GL Posting
Certified & Compliant
PCI-DSS Compliant
Payment card processing via PCI-certified Point-to-Point Encryption (P2PE) terminals — card data never enters the receipting system. Annual PCI self-assessment questionnaire support data maintained automatically.
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.
WCAG 2.1 AA Compliant
Full keyboard navigation, screen reader compatibility (JAWS, NVDA, VoiceOver), 4.5:1 color contrast ratios, and semantic HTML — ensuring accessible payment processing for every resident, including self-service kiosk interfaces.
MFIPPA Compliant
Transaction privacy controls, audit trails on every payment and void, data access logging, and records retention schedule enforcement for all receipting records per municipal records management requirements.
Canadian Data Residency
All payment transaction data stored and processed exclusively in Canadian data centres. No cross-border data transfers. Full data sovereignty contractually guaranteed — not just a policy statement.
PSAB Aligned
Revenue recognition and GL posting aligned with Public Sector Accounting Board standards — proper revenue categorization by period and account ensuring accurate municipal financial reporting.
The Journey
From Fragmentation to Clarity
Multiple Systems, Misapplied Payments
Your cashiers toggle between 3–5 separate billing applications to process a single multi-account payment. Tax in one system, utility in another, recreation in a third. Each has its own tender processing, its own receipt format, and its own GL posting schedule. Payment misapplication errors are inevitable, and residents wait while staff switch screens.
Hidden Revenue Operations Overhead
Each transaction takes 2+ minutes instead of 30 seconds. End-of-day reconciliation consumes 60+ minutes per cashier with manual denomination counting and paper worksheets. Batch GL posting means treasury cannot see today's revenue until tomorrow. PCI compliance gaps expose the municipality to breach liability averaging $75K–$200K per incident.
One Cashiering Interface. Every Payment. Real-Time GL.
Civic Receipting replaces fragmented billing interfaces with a single, PCI-compliant point-of-sale system. One search finds any account. One transaction pays multiple accounts. One receipt consolidates everything. Every dollar posts to the correct GL account in real-time. P2PE terminals handle card security. Delivered as a full source code licence — not SaaS.
Engineered for Revenue Operations Excellence
Civic Receipting is designed to reduce payment processing from 2+ minutes to under 30 seconds, automate end-of-day reconciliation to under 15 minutes, eliminate 100% of payment misapplication errors, achieve real-time GL posting for every dollar, and maintain continuous PCI-DSS compliance — all within Year 1.
Measurable Impact
Engineered for Impact
Transaction Speed
Reduce payment processing time from 2+ minutes to under 30 seconds through a universal account lookup, multi-account payment application, automatic change calculation, and semi-integrated terminal processing.
EOD Reconciliation
Automate end-of-day cash drawer closing from 60+ minutes to under 15 minutes with system-calculated expected cash, denomination count entry, automated cash-over/short detection, and supervisor sign-off workflow.
GL Posting Accuracy
Every payment posts to the correct GL account in real-time — property tax revenue, utility revenue, recreation fees, BIA surcharges, education levy, DC reserves, and HST collection all distributed automatically per configurable allocation rules.
Payment Misapplication
Eliminate payment misapplication errors entirely through system-enforced allocation rules — tax payments apply to penalty/interest first then oldest arrears, utility balances apply oldest-first, and recreation payments apply to specific registrations.
Platform Health
Always On. Always Secure.
Uptime SLA
SLA commitment
Transaction Speed
Per payment
GL Posting
Instant accuracy
Deployment Timeline
For mid-size municipalities
The Challenge
Why the Status Quo Fails
Canadian municipalities (population 5,000–100,000+) collect millions of dollars annually across dozens of revenue categories — property tax, utility billing, recreation fees, licences, permits, parking, and court fines. Without a unified cashiering system, payment processing is slow, reconciliation is error-prone, GL posting is delayed, PCI compliance is at risk, and treasury lacks the real-time revenue data needed for effective cash management.
Cashiers switch between 3–5 separate billing applications to process a single multi-account payment. Each system has its own tender processing, receipt format, and GL posting schedule. There is no consolidated view of a resident's outstanding balances across departments.
End-of-day reconciliation relies on paper worksheets, manual denomination counting, and calculator tapes. Cash-over/short tracking is inconsistent. Multi-location municipalities cannot consolidate daily results without additional manual effort. Supervisors spend 60+ minutes per cashier closing.
Revenue received today may not post to the general ledger until batch processing runs overnight — or later. Treasury lacks same-day revenue visibility. Month-end close requires manual journal entry corrections for timing differences. Revenue distribution (BIA, education levy, DC reserves, HST) requires spreadsheet allocation.
Legacy payment processing may store or transmit card data without P2PE protection. Semi-integrated terminal connectivity is inconsistent. PCI self-assessment scope is unclear. Card data breach liability averages $75K–$200K per incident — an existential risk for smaller municipalities.
Revenue collected today is only visible in spreadsheet summaries compiled the next morning. Cashier performance metrics do not exist. Payment channel trends are unknown. Revenue forecasting requires manual compilation from multiple billing systems with no automated trend analysis.
Estimated Annual Cost of Status Quo
$170K – $340K
Every resident deserves a government that remembers who they are. Civic Receipting was designed to make that standard — one record, one platform, one consistent experience across every department and channel.
Product Vision
Civic Receipting
The Solution
Civic Receipting
Civic Receipting provides a single, unified cashiering platform purpose-built for Canadian municipal revenue operations. It connects front-counter cashiers, drop box processing, mail payments, online payment gateways, bank file imports, and pre-authorized debits into one reconciliation system — with real-time GL posting, automated cash drawer management, PCI-DSS compliance via P2PE terminals, and live revenue analytics. Delivered as a full source code licence for complete municipal ownership and control.
Multi-Tender Support
Accept cash, cheque, debit, credit, EFT, and online payments with automatic reconciliation and batch closing.
Accept cash, cheque, debit, credit, EFT, and online payments with automatic reconciliation and batch closing.
Universal Payment Application
Apply a single payment across multiple accounts — taxes, utilities, permits, recreation — with configurable allocation rules.
Apply a single payment across multiple accounts — taxes, utilities, permits, recreation — with configurable allocation rules.
Receipt Management
Generate, reprint, and void receipts with full audit trail. Support for pre-authorized payment processing.
Generate, reprint, and void receipts with full audit trail. Support for pre-authorized payment processing.
Cash Drawer Management
Opening/closing balances, cash-over/short tracking, and end-of-day reconciliation reports by cashier.
Opening/closing balances, cash-over/short tracking, and end-of-day reconciliation reports by cashier.
Real-Time GL Posting
Payments post to the general ledger in real-time, eliminating batch posting delays and improving cash position visibility.
Payments post to the general ledger in real-time, eliminating batch posting delays and improving cash position visibility.
NSF/Returned Payment Handling
Automated NSF processing with penalty assessment, account notification, and payment plan options.
Automated NSF processing with penalty assessment, account notification, and payment plan options.
Who Benefits
Purpose-Built for Every Stakeholder
Treasurer / Finance Director
Real-time revenue visibility and 100% GL posting accuracy
- Live revenue dashboard showing collections by department, GL account, payment method, and channel — updated in real-time, not next-morning batch reports
- Every dollar posted to the correct GL account automatically — property tax, utility, recreation, permits, BIA surcharges, education levy, DC reserves, HST collection
- Configurable payment allocation rules per subsidiary module — penalty/interest first for tax, oldest-balance-first for utility, registration-specific for recreation
- Month-end and year-end revenue reports auto-generated with GL reconciliation data — eliminating manual journal entry corrections
- Revenue trend analysis with same-period comparison and forecasting for budget preparation
Real-time revenue visibility and 100% GL posting accuracy
- Live revenue dashboard showing collections by department, GL account, payment method, and channel — updated in real-time, not next-morning batch reports
- Every dollar posted to the correct GL account automatically — property tax, utility, recreation, permits, BIA surcharges, education levy, DC reserves, HST collection
- Configurable payment allocation rules per subsidiary module — penalty/interest first for tax, oldest-balance-first for utility, registration-specific for recreation
- Month-end and year-end revenue reports auto-generated with GL reconciliation data — eliminating manual journal entry corrections
- Revenue trend analysis with same-period comparison and forecasting for budget preparation
Full source code ownership and PCI-DSS compliance architecture
- Full source code licence — not SaaS. Your municipality owns the code, controls the deployment, and modifies without vendor dependency
- PCI-DSS compliance via P2PE terminals — card data never enters the receipting system. Zero PCI scope in the application layer
- Semi-integrated terminal model: receipting system sends amount, terminal handles card processing, returns authorization — no manual amount entry errors
- Canadian-hosted infrastructure with two data centres (Toronto, Montréal) — no cross-border data transfer concerns
- REST API with pre-built connectors to Civic Tax, Utility Billing, Recreation, Permits, and all subsidiary billing modules
Automated reconciliation and cashier performance management
- End-of-day reconciliation automated — system-calculated expected cash vs. actual count with cash-over/short tracking and supervisor sign-off
- Daily batch reconciliation across all cashiers and locations with variance flagging and carry-forward for unresolved items
- Cashier performance metrics: transactions per hour, average processing time, error rates, and vault deposit accuracy
- Void and reversal authorization workflow with PIN/card approval and full audit trail with reason codes
- Multi-location consolidation for satellite offices and recreation centres — single daily cash report for treasury
Single screen for every payment with automated tender processing
- Universal search bar — find any account by roll number, utility account, permit number, recreation account, name, address, or phone number
- Multi-account payment in one transaction — tax + utility + dog licence = one receipt, three subsidiary ledgers updated
- Automatic change calculation, split-tender support, and semi-integrated terminal processing — no manual amount entry on the terminal
- Receipt generation with print, email, and reprint capability — consolidated receipt for multi-account payments
- Miscellaneous revenue processing with configurable item catalog, GL codes, standard prices, and custom amount entry
Transparent pricing and PCI-compliant 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
- PCI-DSS compliance architecture included — P2PE terminals, no card data storage, semi-integrated model
- Published SLA commitments with measurable uptime guarantees (99.9%) and PCI self-assessment support
- 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 Receipting.
“Civic Receipting is designed so that cashiers process any municipal payment — tax, utility, recreation, permits — from a single screen in under 30 seconds, with real-time GL posting and automatic change calculation. No more switching between five applications.”
Revenue Services Manager
Projected outcome
Mid-size municipality · 50,000 residents
< 30s
Transaction Speed
Proven Results
Customer Success Stories
Real deployments. Real outcomes. Explore how Ontario municipalities transformed their operations.
Success Story
City-Tier Municipality
75,000 residents residents · Projected deployment in under 10 weeks · ROI modelled within 12–16 months
Challenge
Cashiers switching between 4 separate billing applications per transaction. End-of-day reconciliation taking 75+ minutes per cashier. No real-time revenue visibility — treasury relied on next-morning spreadsheets. PCI compliance gaps with legacy card processing.
Outcome
Projected deployment of unified cashiering interface across all payment counters in under 10 weeks. Designed to reduce transaction time from 2+ minutes to under 30 seconds, automate EOD reconciliation to under 15 minutes, and achieve 100% PCI-DSS compliance with P2PE terminals.
Key Results
< 30s
Transaction Speed
100%
GL Accuracy
< 10 wk
Deployment
Get Started
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Schedule a consultation with our municipal solutions team to discuss your requirements, see a live demonstration, and receive a tailored implementation proposal.