Government and public sector Case study

AdComp Systems: fund accounting and US payroll for Texas cities

Fund accounting, cheques and US payroll (W-2, W-3, 941) for Texas cities; first city live in ~4 months.

Headline result First city live in ~4 months, then multi-cityAdComp Systems Inc.

Client: AdComp Systems Inc.
Industry: Government and public sector
Platform: ERPNext · Frappe Framework
Scope: 8 modules

1ProblemMunicipal finance ran on a 30–40 year-old system with no structured fund accounting, no real-time budget or department-level fund visibility, manual cheque handling and reconciliation, and US payroll compliance to meet.

2GoalBuild a fund accounting system on ERPNext

3What we builtBizmap and AdComp built a cloud-based municipal finance and payroll platform on ERPNext.

4OutcomeFirst city live in ~4 months, then multi-city

The route · this project

The method behind every case →

First city live · About four monthsInitial implementation delivered for a Texas city
Standardise · After go-liveRefinements from day-to-day operations folded into one common platform
Roll out · Multi-cityDeployed to more municipalities, including Overton and San Augustine, with minor changes

01 · The client AdComp Systems Inc.

AdComp Systems Inc.

AdComp Systems Inc. builds digital solutions for local governments in the United States. Its municipal clients, mainly Texas cities, needed fund-based financial management and payroll to replace a 30 to 40 year-old legacy system. Bizmap engineered the platform with AdComp, and AdComp deploys it to cities.

Client: AdComp Systems Inc.
Industry: Government and public sector
Country: United States
Engagement: Fund accounting and US payroll on ERPNext, multi-city rollout
Region: United States (Texas)

02 · The challenge

What wasn’t working

Municipal finance ran on a 30–40 year-old system with no structured fund accounting, no real-time budget or department-level fund visibility, manual cheque handling and reconciliation, and US payroll compliance to meet.

01Legacy system (30–40 years old)

02No structured fund accounting model

03No real-time budget tracking or department-level fund visibility

04Manual cheque handling and payment tracking

05No automation for bulk payments or invoice processing

06Difficult cheque clearance tracking and bank reconciliation

07US payroll compliance across employee categories

What they needed

Build a fund accounting system on ERPNext
Enable department-wise budget control
Automate procurement to payment
Replace legacy applications with modern UI/UX
Ensure US payroll compliance
Standardise reporting and financial visibility
Support deployments across multiple cities

03 · What we implemented

The solution

Bizmap and AdComp built a cloud-based municipal finance and payroll platform on ERPNext. It covers department and fund accounting, budgeting, procurement and expenditure, batch payments and cheques, bank reconciliation, attendance and US payroll, and compliance reporting.

Modules

Department and fund accounting
Budgeting
Procurement and expenditure
Cheque and payment processing
Bank reconciliation
Workforce and attendance
US payroll and compliance
Compliance reporting

How work flows now

1Budget
2Purchase order
3Invoice
4Batch payment and cheques
5Payroll
6Compliance reporting

What we built beyond the standard

Fund-based accountingWith transaction-level budget validation
Batch payment engine and bulk cheque printingFIFO allocation
Custom bank reconciliation
Payroll logic for FITWith IRS tax slabs; Social Security and Medicare
W-2, W-3 and Form 941
TMRS, unemployment and workers' compensation reports
Fund-wise financial reports and branded PDF formats
Salaried and hourly staffOvertime, benefits and medical insurance deductions

Outcomes

Real-time fund utilisation and overspend prevention
Bulk payments and cheque automation cut processing time
Standardised multi-city deployment
Reliable payroll across employee categories

04 · The results

What changed for the business

~4 monthsTime to first city live

MultipleCities, including Overton and San Augustine, Texas

W-2, W-3, Form 941Payroll compliance, FIT, Social Security, Medicare

“The platform has provided us with a robust and scalable foundation for municipal finance and payroll operations. The collaborative engagement with Bizmap Technologies enabled rapid delivery, continuous improvements, and a standardized solution that can be effectively extended to additional municipalities.”

Leadership Team, AdComp Systems Inc.