How Clovis Unified Cut Hours of Manual Payment Processing

Challenge

Clovis Unified School District in California operated the way many districts still do — cash, checks, manual deposits, and long nights balancing receipts. Staff spent hours handling payments and preparing deposits by hand.

During the first year with RevTrak, Clovis modernized its payment process, shifting large volumes of payments from cash to online. Staff saved hours previously spent handling payments and reconciling deposits.

One elementary school moved 98% of collections online. During peak fundraising seasons, schools save roughly a full day of staff time each month.

Read on to see how Clovis Unified reduced manual payment handling across the district.

Before RevTrak

Danny Cobb, Assistant Director of Budget and Finance, oversees accounting and payroll for the district.

He remembers his mother, an elementary school office manager for 24 years, staying late every Wednesday night counting cash and preparing deposits for the courier. Handling large amounts of money after hours was part of the routine, and time spent preparing deposits meant less time supporting staff and students during the day.

That experience reflected what was happening across the district. School librarians brought checks home to reconcile field trips, parents wrote checks for every activity, and after-school programs could accept credit cards only in person. The district needed a system that would reduce hours of manual work and provide better financial oversight.

Implementing RevTrak

Clovis had evaluated other payment solutions before, but most required all funds to be deposited into a single bank account — creating what Danny called “a reconciliation nightmare.” RevTrak’s structure was different. Each item could be tied directly to its own bank account, which was essential for a district with high transaction volume.

Danny personally stress-tested the system to confirm deposits and reports matched.

“If an amount hits my bank and I don’t have a report that tells me what makes it up, we’re dead in the water.”

RevTrak passed the test, and usage expanded quickly. Schools began using RevTrak to collect technology fees, offer laptop insurance, run fundraisers and spirit wear sales, sell sports camp registrations, and manage field trip payments.

“If you can think it, we can sell it.”

Results

At one elementary school, 98% of collections moved online after adopting RevTrak. Across the district, office managers no longer spend hours counting cash and preparing deposits. During peak fundraising seasons, schools save roughly a full day of staff time each month.

Danny estimates his mother alone spent four hours every Wednesday preparing deposits — nearly two full days each month that staff previously spent handling cash.

Less cash handling also reduced risk. After incidents of missing funds at several schools, those sites transitioned to RevTrak and moved collections online.

Online adoption grew faster than expected. Child development programs initially projected 30% of payments would shift online. After reviewing staff time and processing costs, the district absorbed card fees and online payments increased to more than 60%.

RevTrak also improved financial visibility.

“I like that I can go on and see what’s going on out there — who’s selling what, what kind of money they’re bringing in.”

Adoption continues to grow as more schools move collections online.

The Bottom Line

RevTrak helped Clovis move school payments online, reduce cash handling, and return hours of time to school staff. Office managers spend less time preparing deposits and reconciling payments, while the district maintains clear financial oversight.

What began as a small pilot quickly expanded across the district. Clovis continues to add new programs and payment types as more schools move collections online.