Representative payees
Benefit deposits, bill pay, overdraft safeguards and SSA accounting for organizational payees.
Rep payee software
Guardians, conservators & trustees
Court orders, bonded and blocked funds, budgets, inventory, and automatic court accountings.
Guardianship software
Case management
Client case management
Your job is much more than bookkeeping. Exact is built on a case management foundation that covers the whole client.
- Demographics, housing, contacts, identifiers and a photo
- Upload documents and images to the client record
- Merge client data into your own Word template forms
- Residential history, including move-in and move-out dates, landlords and rent
- Track every benefit and program a client receives
- Configurable alerts for missing intake data
- Client demographic and facility visit reports
Finance management
Fiduciary banking: checks, ACH and Positive Pay
Exact works with your bank through standard files, and produces the reports your organization uses with its auditors.
Payments
- Client prepaid debit cards
- Checks on blank stock, numbered by Exact
- MICR-encoded checks if your bank needs them
- ACH via an uploadable NACHA file
- Positive Pay file to help your bank stop fraud
- Recurring payments and vendor address history
Deposits
- Post deposits by uploading your bank’s deposit file
- Collective and individual accounts
- Zero-balance (sweep) accounts
- Every deposit and payment categorized for accountings
Safeguards
- Frontline staff can’t overdraw an account
- Alerts for overdrafts, stagnant funds and resource limits
- Easy reconciliation
Assets and fees
- Bank accounts, investments, insurance, real estate and personal property
- Fee rules that vary by program, such as payee or guardian
Finance management
SSA, VA and court reporting
Because transactions are categorized as they’re entered, the reports below are ready when the agency or court asks.
Social Security (SSA) representative payee accounting reports
SSA Audit / Review report (ending balance, name, address, SSN)
VA reports
Court annual accounting reports
California and Wisconsin court accounting formats
Florida accounting forms for numerous counties
Detailed transaction history
Staff management
Staff roles and segregation of duties
Every staff member gets a personal dashboard with their caseload, alerts, calendar and roles. Roles follow industry best practice for segregation of duties, so you manage risk at any staff size.
- Distribute caseloads and assign roles and responsibilities
- A staff coverage calendar for absences and shifting caseloads
- Time and expense tracking with an activity calendar
- Billing rates by program, activity category and staff person
- Context-sensitive online help and built-in user guides
- Works in any browser on a computer, tablet or phone, so staff can record time and case notes in the field
Guardian and trustee tools
Turn these on for legal programs to cover what the court requires.
Court orders, dates, accounting periods and parties of interestScope of legal appointmentsLegal form generation
Bonded and blocked (restricted) fundsClient budgets and personal inventoryDirect-contact reminders
Automatic court accounting reportsTime and expense invoicing, collected from client fundsPayment status and amounts due
More on guardianship software
Security
Exact holds client money and personal records, so it’s built and audited like a financial system. Your organization’s data is kept separate, encrypted and visible only to the staff you authorize.
SOC 1 audited
An independent auditor tests the controls behind Exact’s financial processing.
Encrypted in transit and at rest
Data is encrypted between your browser and Exact, and while it’s stored.
Isolated by organization
Each organization has its own separate database. Your data is never pooled with another agency’s.
Role-based access
Staff see only the clients and functions their role allows, with segregation of duties built in.
Defined recovery targets
Recovery point objective (RPO): 15 minutes. Recovery time objective (RTO): 4 hours.
Nothing to install
Exact runs in a current browser. Updates and backups are handled for you.