10 Common Processes Slowing Finance Teams—And What Government Leaders Can Do About Them

Local government treasurers and finance directors know that manual financial processes don’t just slow down day-to-day work—they increase risk, reduce transparency, and prevent the strategic outcomes citizens demand. While spreadsheets and paperwork may be familiar, they’re costing your agency resources that could drive greater impact. Below, discover the most common manual processes bogging down finance teams, alongside advanced insights and recommendations for future-focused leaders.

The Manual Roadblocks

• Budgeting in Spreadsheets: Version control problems and limited collaboration create confusion, complicate audits, and delay budget signoff.

• Manual Data Entry: Human error risk and wasted analyst time hold teams back from deeper insights and policy analysis.

• Expense Reporting: Slow, labor-intensive systems frustrate employees and finance reviewers—making compliance and transparency harder.

• Manual Financial Reporting: Excessive work hours spent tracking down accurate numbers add audit risk and reduce time for outcome-based analysis.

• Reconciliation Hassles: Updating multiple data sources manually makes errors inevitable and lengthens close cycles.

• Approval Bottlenecks: Disjointed manual workflows delay urgent purchases, capital projects, and grant drawdowns.

• Budget Revision Tracking: Relying on emails and spreadsheet versions makes it difficult to monitor shifts and explain them to councils or boards.

• Performance Data Aggregation: Non-financial KPIs scattered across platforms force managers into a time-consuming hunt-and-gather mode.

• Manual Disbursements: Old-school payroll and payables lack robust controls, slowing down vendor payments and increasing fraud exposure.

• Revenue Estimation: Relying on hand-crafted calculations is slow, less accurate, and creates uncertainty for critical services.

Strategic Insights for Finance Leaders

Reduce Risk and Strengthen Controls

Manual processes heighten compliance risks with GASB, state statutes, and federal standards. Automating key workflows introduces stronger internal controls, real-time audit trails, and improved segregation of duties—crucial protections for public agencies.

Unlock Data-Driven Policy Leadership

Automation enables teams to shift their focus from transaction-level work to scenario modeling, long-term forecasting, and resource optimization. With integrated platforms, finance directors can benchmark KPIs against similar cities, advise elected officials with confidence, and transform raw data into budget-winning stories.

Boost Public Trust and Transparency

Citizens and councils demand clarity. Automated processes deliver timely, error-free reports, improve public disclosures, and support open data initiatives. This builds trust and positions your agency as a model of fiscal stewardship.

Optimize Resources for Strategic Gains

By streamlining manual tasks, leaders can reallocate staff time to high-impact areas like grant management, capital planning, and new revenue strategies. Change management tips—such as pilot programs and comprehensive staff training—ease the transition and maximize buy-in.

Focus on Relevant KPIs

Don’t settle for outdated metrics. Track cycle times for budget amendments, audit finding trends, chargeback rates, and constituent satisfaction with financial transparency. These public-sector KPIs offer sharper insights than standard processing stats

Advocate for Smart Automation Investments

Finance directors play a key role in driving modernization. Arm yourself with talking points showing long-term savings, improved compliance, and alignment with city digital transformation goals. Use these insights to justify investments during budget discussions.

Evaluate Vendors with Confidence

Use a proven tech vendor checklist: prioritize platforms offering top security, seamless integration, continued support, and a strong record serving government finance teams. Ask smart questions in RFPs to ensure the solution meets your agency’s diverse needs.

Proven Tech Vendor Evaluation Checklist

1. Business Fit and References

   • Has public sector experience? (Cities, counties, or special districts)

   • Can they provide government client references and case studies with measurable outcomes?

   • Past record of successful implementations similar to your needs

2. Product Capabilities

   • Meets all required automation functions (budgeting, reporting, reconciliation, approvals, payroll integration, etc.)

   • Supports integration with your ERP, accounting software, and other municipal systems

   • Responsive updates for regulatory changes (GASB, state, or federal rules)

3. Security & Compliance

   • Follows required security protocols (PCI DSS, SOC 2, CJIS, etc.)

   • Data is encrypted in transit and at rest

   • Can demonstrate compliance with state/local data privacy laws

4. Performance and Reliability

   • Guarantees system uptime and availability (Service Level Agreements)

   • Robust disaster recovery and backup procedures

   • Offers regular vulnerability assessments and security updates

5. User Experience and Support

   • User-friendly interface for staff at varying technical skill levels

   • Comprehensive training and onboarding resources

   • Provides ongoing customer support (dedicated account manager or help desk)

6. Implementation & Change Management

   • Clear project plan and timeline for implementation

   • Assistance with data migration and integration

   • Staff training and change management best practices are included

7. Transparency and Cost

   • Transparent pricing model (no hidden fees)

   • Details on maintenance, upgrade, and support costs

   • Flexible contracts and clear terms for renewal/exit

8. Scalability and Future Growth

   • Scalable to support growing transaction volumes, new processes, or additional departments

   • Roadmap for future product enhancements relevant to public sector

9. Compliance Audits and Risk Management

   • Willingness to participate in regular compliance audits

   • Comprehensive risk assessment provided during onboarding

   • Clear communication plan for incident or breach notification

10. Social and Ethical Responsibility

    • Diversity/inclusion policies, sustainability practices, and commitment to ethical sourcing

    • History of legal, compliance, or data security issues disclosed

Conclusion

Automating financial processes is more than an efficiency play—it’s a strategic imperative for government treasurers and finance directors aiming for compliance, transparency, and stakeholder trust. By eliminating manual barriers and embracing modern solutions, finance leaders set the stage for sustainable fiscal management and future-ready government services

Further Reading

Factors Shaping Local Government Financial Decisions

A Guide to Local Government Annual Budgeting

About IntelliPay

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