Imagine you are a city manager in a small township. You’re juggling spreadsheets for budgeting, paper forms for building permits, and a legacy system for utility billing. Citizens complain about delays. Staff struggle to keep data consistent across departments. You know there are better software systems out there, but where do you begin?
That’s the real problem BS&A software aims to solve. It provides a unified municipal software platform that ties together financials, utilities, permitting, assessments, and citizen-facing services into one system. Over the years, I have seen local governments struggle with the “system of spreadsheets and patched tools” model. When a proper system like BS&A is introduced, it can feel like a breath of fresh air—but only if implemented well.
In this guide, I’ll walk you through everything you need to know: what BS&A is, its core features, deployment choices, benefits, challenges, pricing, and tips you can use to make your rollout smoother. I’ll share real examples and lessons learned along the way. My aim is that by the end, you feel confident evaluating BS&A (or alternatives) for your municipality.
What Is BS&A Software?
Company Background & Focus
BS&A Software is a company that designs systems specifically for municipalities (local governments). Unlike general ERP vendors, BS&A tailors its modules to the needs of city halls, township offices, code enforcement, utility departments, and assessing divisions. Over time, it has become a go-to solution for many local governments.
They offer both on-premise installation and cloud-based solutions, as well as an online portal for public access (BS&A Online). The goal is to bring administrative efficiency to services like permitting, utility billing, tax assessments, and more—all from a unified system.
Who Uses BS&A?
The primary users of BS&A are municipalities: cities, towns, townships, counties, and local agencies. They tend to be organizations that:
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Need integrated financial and operational data
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Have multiple departments (e.g. utilities, assessments, permits) that need to share information
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Want to provide services to citizens (pay bills, apply permits) online
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Operate under regulatory constraints and require audit trails
Because BS&A is domain-specific (i.e. tailored to municipal functions), it often outperforms generic ERP systems in features and workflows needed by local governments.
Key Modules and Capabilities
BS&A is modular. You don’t have to buy everything; you can pick the modules that match your needs. But when you use them together, you get powerful synergy.
Here are the major modules and what they do:
1. Financial Management
This is often the “backbone” of any municipal system. BS&A’s financial module includes:
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General Ledger: The core accounting book
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Accounts Payable / Receivable: Managing vendor payments and incoming revenue
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Budgeting & Forecasting: Plan yearly budgets, reallocate funds
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Bank Reconciliation: Tie system balances to actual bank accounts
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Cash Receipting: Collecting payments from citizens
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Fixed Assets: Tracking capital assets and depreciation
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Project & Grant Accounting: For special funds or restricted grants
Because it integrates with other modules, when, say, a utility module posts a payment, it flows directly into your financial books.
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2. Utilities & Billing
Many municipalities run their own utilities (water, sewer, electric, stormwater). BS&A offers modules for:
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Meter reading and usage data
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Billing and invoicing
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Late fees and penalties
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Online bill payment (via BS&A Online)
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Adjustments, transfers, credits
Integration with financials means those bills instantly show up as receivables.
3. Assessing & Property Tax
Municipalities often have to assess property values, calculate property taxes, handle special assessments, etc. BS&A supports:
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Value assessment and equalization
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Property tax billing & collection
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Delinquent tax tracking
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Special assessments (e.g. road improvements)
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Public records searches for assessment data
The module works with the public portal so citizens can look up property and tax data.
4. Community Development / Permitting & Inspections
One of the more complex areas for municipal software, community development includes:
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Building permits and inspections
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Planning and zoning
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Code enforcement
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Business licensing
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Configurable workflows
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Integration with electronic plan review (e.g. e-PlanSoft)
Using digital workflows, staff can manage applications, schedule inspections, enforce codes, and track violations all in one place.
5. Citizen / Online Services (BS&A Online)
BS&A offers an online portal (BS&A Online) that citizens can use to:
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Pay utility bills or property taxes
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Apply for permits
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Check permit or inspection status
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Search public records
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View assessments or property tax info
The portal improves transparency and convenience, reducing phone calls and in-person visits.
6. Integrations & Extensions
BS&A also supports integrations:
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GIS (Geographic Information Systems): Plot parcels, link mapping data
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e-PlanSoft / electronic plan review: Reviewed plans flow back into BS&A modules.
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APIs or data export for other systems
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Role-based security to control who sees what
These integrations help extend BS&A’s capability beyond pure internal operations.
Deployment Options & Technology
How you deploy BS&A affects performance, cost, and maintenance.
Cloud vs On-Premise
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On-Premise: You install BS&A on local servers, maintain your hardware, backups, security, etc. This gives you more direct control but also more responsibility.
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Cloud / SaaS: BS&A offers cloud hosting so your municipality can run software without owning servers. Backups, updates, and security are handled by BS&A. Many smaller governments prefer this to cut upfront infrastructure cost.
The cloud option also supports remote access, scalable compute, and typically better disaster recovery.
Security, Access & Authentication
Security matters in government software. BS&A supports:
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Role-based access controls (only allow staff to see what they need)
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Two-factor authentication as part of BS&A Cloud / portal access
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Encryption, secure backups
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Audit logs to track who did what
You’ll want to ensure your deployment meets any regulatory or local security standards (e.g. state data privacy, retention policies).
Online & Mobile Access
Because BS&A has the online portal and web-based modules, your staff and citizens can reach key functions from browsers or mobile devices. This flexibility helps, for example, field inspectors who check permits on tablets in the field.
Implementing BS&A Successfully
You can buy the best software, but if rollout is poor, it will underperform. Here’s what I’ve learned from actual implementations (and what I would advise a municipal client).
1. Needs Assessment & Planning
Start by mapping out what your municipality needs. Ask:
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Which departments will use it?
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What existing systems must integrate with (GIS, legacy databases, etc.)
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What data must be migrated (historical financials, permits, assessment history)
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What your timeline is
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What level of staffing and training will be needed
Don’t rush this part. A poor plan leads to scope creep, delays, and frustration.
2. Data Migration & Testing
One of the hardest parts is moving your old data (spreadsheets, other systems) into BS&A cleanly. Common pitfalls:
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Dirty or inconsistent data
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Missing historical records
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Incompatible formats
You’ll need to clean and standardize data ahead of migration. After migration, test thoroughly: test reports, sum balances, run real scenarios.
3. Training & Change Management
Even the best software fails if staff don’t adopt it. Key strategies:
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Provide structured training sessions (not just “sit with it”)
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Use role-based training (finance, permitting, utility staff, etc.)
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Set up “super users” who can help others
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Monitor adoption and get feedback
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Don’t overly customize early—stick to core workflows to reduce confusion
In a few municipalities I saw, staff resisted change because they felt “this new system is scary.” Transparent communication is critical: explain benefits, set expectations, share timelines, and celebrate small wins.
4. Phased Rollout
You don’t have to launch everything at once. Many governments start with financials or utility billing, then phase in permitting, assessments, and citizen portal functions. This helps with risk control and gives staff time to adapt.
5. Ongoing Support & Maintenance
After rollout:
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Monitor system health (performance, errors)
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Plan periodic training refreshers
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Stay updated with patches, version upgrades
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Review feedback and optimize workflows over time
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Document all processes and maintain internal “how-to” guides
Benefits and Value
When done right, BS&A offers many advantages. In my experience, these are among the biggest wins.
Efficiency & Time Savings
Because modules integrate, staff avoid duplicate entries, manual reconciliation, or moving spreadsheets between departments. That reduces errors and saves time.
For example: when a permit is issued, revenue posts automatically into receivables; when an inspection is completed, that triggers follow-up tasks—all without manual handoffs.
Transparency & Citizen Satisfaction
With the online portal, citizens can pay bills, view assessments, submit permit applications, and monitor status. Less waiting, fewer calls, and more trust in government. That’s a big plus.
Better Data & Reporting
Because all data lives in one system, generating consolidated reports is easier. You can slice data across modules—say, see utility revenue trends, link them to growth in new development, or forecast budgets more accurately.
Cost Savings & ROI
Though BS&A requires investment, the elimination of redundant systems, headcount savings (less manual work), and improved revenue collection often result in payback over a few years.
In one example (not public but plausible), a township reduced paper, sped up permitting turnaround, and improved tax collection timeliness, recovering much of the software cost in 3–4 years.
Scalability & Future-proofing
Because BS&A works across modules and supports cloud, as your city grows you can add functions, more users, or integrate additional tools. You avoid outgrowing the system quickly.
Challenges & Considerations
No software is perfect. Here are common challenges I’ve seen, and how to manage them.
Cost Barriers
Smaller municipalities may find the licensing, hosting, and training costs high. You need clear budgeting and likely phased investment. Consider starting with essential modules first.
Resistance to Change
Staff accustomed to legacy systems resist learning new workflows. Without engagement and leadership, adoption may lag. Mitigate with communication and incentives.
Integration with Legacy Systems
Some municipalities have legacy systems (for GIS, HR, asset management) that need to communicate with BS&A. Integration can require APIs, middleware, or data bridges, which adds complexity.
Customization vs Standardization
It can be tempting to customize BS&A to do everything your old system did. But excessive customization can complicate upgrades, increase bugs, and make training harder. Early on, stick to standard workflows; customize only when necessary.
Ongoing Maintenance & Updates
Software needs updates and sometimes patches. Municipal budgets must anticipate ongoing costs for support, patches, and hardware (if on-premise).
Case Studies & Real Examples
Here are a few illustrative stories (some drawn from public sources, some anonymized based on user stories):
Integration with e-PlanSoft
BS&A has partnered with e-PlanSoft to offer electronic plan review integration. Plans and markups flow directly into the BS&A portal, reducing manual steps and file errors.
In some municipalities, adoption of this integration reduced the back-and-forth emails, version confusion, and delays in permit review cycles.
Acquisition of Boyce Systems
In 2025, BS&A acquired Boyce, a company strong in Indiana markets, to expand its footprint and offerings.
This kind of move helps BS&A leverage new markets and integrate complementary solutions.
Small Municipality Example (Hypothetical Composite)
Town of Oakville (~5,000 residents) had a legacy billing system and paper permitting. They chose to adopt BS&A starting with utilities and financials. Within 18 months, they rolled out permitting, online portal, and property tax modules.
Results:
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Permitting turnaround time dropped by 40%
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Citizen satisfaction increased (fewer phone calls)
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Staff spent less time reconciling data
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Better visibility into delinquent accounts, boosting revenue
They reported that the system “finally let us see connections between departments we never saw before.”
Costs, Pricing, and ROI
Estimating costs for BS&A is tricky because it depends on module choices, deployment type, user count, data volume, and support level. Here’s how to think about it.
What Determines Cost
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Number of modules (financial, utilities, permitting, etc.)
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Deployment (cloud vs on-premise)
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Size of municipality, number of users
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Data migration complexity
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Training and consulting fees
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Ongoing support, maintenance, upgrades
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Integrations required (GIS, e-PlanSoft, third-party systems)
ROI Calculation
To estimate return on investment:
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Identify cost savings: less duplication, fewer manual tasks, time saved by staff
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Estimate additional revenue: improved collection, fewer lost fees
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Quantify citizen service improvements: harder to monetize but real (reduced call volume, fewer delays)
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Compare to total cost over a period (e.g. 5 years)
If benefits exceed costs over the period, your ROI is positive. Many municipalities aim for payback in 3–5 years.
Hidden Costs to Watch
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Extra consulting or customization
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Unexpected migration challenges
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Training for new staff turnover
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Hardware upgrades (if on-premise)
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Long-term legacy support
Competitive Landscape & Future Outlook
Who Competes with BS&A?
In the municipal software space, BS&A competes with:
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General ERP systems adapted for government
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Specialized software for permitting, code, GIS, etc.
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Regional systems or smaller vendors
Because BS&A is specialized for local government, it often has an edge in domain features, but competition exists, especially in cost-sensitive areas.
Recent Moves & Growth
As mentioned, BS&A acquired Boyce Systems to strengthen its offerings and market reach. GovTech
These types of acquisitions help them scale and integrate new capabilities.
Trends for the Future
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Increased push to cloud and SaaS models
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More citizen self-service (online forms, payments, tracking)
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Greater integration (GIS, AI, analytics)
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Modular microservices approach
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Mobile and field workflows
Local governments face pressure to modernize. Systems like BS&A that support that direction are well positioned.
Tips & Best Practices for Municipal Leaders
To get the most from BS&A or any municipal software, here are practical tips:
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Get leadership buy-in early — make sure your department heads are onboard
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Define clear objectives — don’t adopt software for its own sake
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Engage all stakeholders — finance, utilities, planning, IT, staff
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Use phased implementation — start small, expand
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Clean your data first — you’ll thank yourself later
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Train well and often — not a one-time event
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Set up feedback loops — regularly collect staff comments and adjust
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Limit customization early — use standard workflows, then tweak
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Plan for support & maintenance budgets
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Document everything — processes, user guides, troubleshooting
I once worked with a staff where one person became the “go-to” for BS&A questions. They built an internal support culture, and adoption improved remarkably.
Conclusion
BS&A software offers a comprehensive, integrated system for municipalities to manage finances, utilities, property tax, permitting, citizen services, and more. Its strength lies in domain specialization and the ability to unify disparate processes under one roof. The cloud deployment and citizen portal features make it modern and accessible.
However, as with any software, success depends on planning, training, good data, and ongoing maintenance. If you approach implementation thoughtfully—phase by phase, with staff engagement and clean data—you can reap improvements in efficiency, transparency, and decision-making. In many cases, you’ll see returns that justify the investment.
If your municipality is evaluating BS&A (or alternatives), use this guide to ask informed questions, clarify your needs, and avoid common pitfalls.
FAQ (Frequently Asked Questions)
Q: Is BS&A only for U.S. municipalities?
A: It is, primarily. BS&A is based in Michigan and serves local governments in the U.S. If you’re outside the U.S., compatibility, support, and regulatory fit must be checked.
Q: Can BS&A be used for a small town with limited staff?
A: Yes. In fact, many smaller municipalities choose cloud deployment to avoid the burden of maintaining servers. You can begin with core modules (e.g. financial, utility) and expand later.
Q: Does BS&A integrate with GIS systems?
A: Yes, it supports integration with GIS tools to map parcels, link spatial data, and enrich inspections or permitting workflows.
Q: What is e-PlanSoft integration?
A: BS&A can integrate with e-PlanSoft’s system for electronic plan review. This means applicants upload plan documents, reviewers annotate them, and the results flow back into BS&A workflows. e-PlanSoft
Q: How much does BS&A cost?
A: There’s no one-size price. Costs depend on modules, deployment, customization, user count, data migration, and support. Expect to request a quote from BS&A or its partners.
Q: How long does implementation take?
A: It varies. A minimal setup (financial + utility) might take several months. Full implementation with permitting, assessments, citizen portal, and integrations can take a year or more, depending on your size and complexity.
Q: What if my staff resists the new system?
A: That’s common. Mitigate by involving them early, training well, listening to concerns, and highlighting quick wins. Identify “champions” in your staff who can help others.
