Meet the Client
Williamson County sits just north of Austin, Texas. The county serves over 650,000 residents across one of the fastest-growing regions in America. The Auditor’s Office handles accounts payable for the entire county operation plus the Williamson County Community Supervision and Corrections Department (CSCD). That means processing every purchase order, invoice, journal entry, and employee purchasing card transaction for dozens of departments. When you’re managing public funds at this scale, accuracy isn’t optional.
Daily Detour: Drowning in Paper, Chasing Check Copies
Here’s what happened before automation arrived. Multiple county departments created their own purchase orders and received their own invoices. They sent these documents to the Auditor’s Office. The Treasurer’s Office cut the checks. Then copies of those checks went back to the Auditor’s Office, where staff had to manually match them with supporting documents like invoices and purchase orders.
Think about that workflow for a second. Paper moving between offices. Manual matching. Staff hunting for the right invoice to attach to the right check. Multiply that by hundreds of transactions per month across eight different document types: ACH payments, CSCD checks, CSCD p-cards, CSCD wire transfers, accounts payable journal entries, Williamson County checks, Williamson County p-cards, and Williamson County wire transfers.
The risk? Mismatched documents. Lost invoices. Delayed processing. Audit nightmares. County staff weren’t doing meaningful financial oversight work. Instead, they spent hours playing document detective.
About our Client
CLIENT NAME:
POPULATION:
est. 727,480 residents
SOLUTIONS:
The Solution: Intelligent Capture Meets Automated Routing
MCCi implemented Laserfiche with Quick Fields and Workflow to eliminate the manual chase. Now documents enter the system through eight customized Quick Fields sessions, each one designed for a specific document type.
The capture process works like this. Staff scan documents with barcode cover sheets. Quick Fields automatically removes those cover sheets during processing. Zone OCR technology extracts critical data, like the last eight digits of credit card numbers for p-card transactions. Pattern matching pulls out exactly what’s needed to create proper p-card IDs. For transaction numbers, the system runs a lookup against the Oracle accounting database to grab all related information.
Once documents are captured, Laserfiche Workflow takes over. The main workflow examines each document’s template and routes it to one of three specialized workflows. For checks, ACH payments, and wire transfers, the Auditor AP Transactions workflow springs into action.
This workflow extracts the transaction number and converts it to a token. It queries Oracle to auto-populate template fields including check date, entity, fund, transaction type, vendor name, and vendor number. Pattern matching extracts year and month from the check date. The Date Token Calculator figures out previous and next years based on current year data. Finally, the system renames entries using a uniform naming convention and routes documents to either General Transactions or Projects and Grants folders based on fund values.
P-cards follow a separate workflow path designed specifically for purchasing card transactions. Journal entries get their own treatment too. Since CSCD operates on a different fiscal year than the rest of Williamson County, multiple routing activities distinguish CSCD entries and save them in appropriate fiscal year folders.
Everything lands in records management folders with retention automatically applied. Checks stick around for ten years. Projects and grants stay permanently.
The Solution: Accuracy Up, Busywork Down
The Auditor’s Office eliminated the document shuffle. Staff no longer waste time hunting for invoices or matching check copies to supporting documents. The system handles it automatically. Transaction data flows directly from Oracle into Laserfiche templates. Documents route themselves to the correct folders based on type, fund, and fiscal year.
Manual data entry? Gone. Document misfiling? Not possible. Missing attachments? The workflow won’t let it happen. Audit trails became automatic and complete.
Now staff focus on actual financial analysis instead of paper management. They can answer questions faster. They can spot issues earlier. During audit season, retrieving documents takes seconds instead of hours. Records retention happens without anyone thinking about it.
Williamson County Auditor’s Office turned accounts payable from a paper nightmare into a lean operation. That’s what happens when you pair the right Laserfiche partner with the right technology for your specific processes.