City Reduced Paper Checks by 50% With Integrated ERP
February 02, 2026 by Shauna Seaver
Like many cities, Seguin, Texas, relied primarily on paper-based processes for utility billing. In practice, this meant a flood of paperwork attached to each service order. All that paper was accompanied by multiple manual tasks, including printing, signing, and distributing orders. Lost paperwork led to backtracking and redundant efforts.
In addition to paper-heavy utility billing processes, Seguin also dealt with manual HR, payroll, and financial workflows. Time sheets and leave requests, for example, were printed, manually completed, and signed by hand. Once delivered to the HR staff, the time was entered manually. Departmental budget requests were kept in binders, limiting access to financial records across the organization. Key stakeholders could not see previous or current year budget activity beside their accounts for comparison. Monthly budget reports took two to three working days to complete in Excel spreadsheets. Finally, paper requisitions were routed to multiple people, sometimes sitting on desks for days.
To cut back on paper and streamline processes, the city selected a new ERP system to handle all financial, personnel management, and utility billing needs. The system integrated with the general ledger and included applications for accounts payable, accounts receivable, applicant tracking, bank reconciliation, cashiering, fixed assets, inventory, personnel management, position budgeting, project accounting, purchasing, and utility billing.
Benefits were immediate upon the implementation of the new system. A modern, citywide solution offered employees automated HR and payroll processes, including self-service for time sheets and leave requests. Budget information is now accessible to staff organization-wide, including access to budget notes and details throughout the year. The system shows budget requests and reports down to invoice-level detail. Real-time access has removed bimonthly reporting requirements for departments, while monthly reports are automatically generated and produced in one-third of the time. In addition, requisition turnaround is completed in just 15 minutes.
Beyond time savings, the city has also benefited from newfound space. With several filing cabinets gone, the staff can enjoy a less cluttered workspace. Paper usage and operating costs have also been reduced, including savings due to a 50% decrease in paper checks.
The team at the city of Seguin, Texas, accepted a 2020 Tyler Excellence Award.
By overcoming several manual processes and realizing significant positive outcomes, Seguin earned a 2020 Tyler Excellence Award. Explore more details of Seguin’s success and other Tyler Excellence Award winners.