School Activity Funds Financial Management and Online Payment Systems

A public school division is seeking a qualified vendor to provide a comprehensive financial management and online payment system for managing school activity funds. The desired solution should facilitate order reporting linked to financial account codes, aiding in the reconciliation of sales and payments. Integration with a mobile or web application is required, enabling supporters to browse offerings, make purchases, and donate through a user-friendly interface. A public-facing storefront URL should also be included to allow broader community engagement.

The system must automate manual processes such as order reconciliation, financial reporting, and payment record-keeping. It should support mobile point-of-sale (POS) operations, enabling staff to accept payments in person via a mobile app and credit card reader. An administrative dashboard for managing orders, filtering by category or product, and customizing views is also necessary. The platform should be adaptable to the organizational structure of the division, generating checks, ACH payments, and purchasing card transactions, and supporting real-time, customizable ad hoc reporting by fund, school, or timeframe. Role-based permissions (such as bookkeeper, auditor, and division admin) must be supported, alongside features for generating 1099 forms.

The selected vendor will be responsible for regular software updates, bug fixes, and incorporating feature enhancements as needed.