How Putnam County Achieved Perfect Internal Account Audits Across 9 Schools with RevTrak

Challenge

Putnam County School District needed a more consistent way to manage school payments across campuses. Without a centralized system, financial processes varied from site to site, making it harder to maintain clear visibility into school-level activity and support account oversight across the district.

“The biggest challenge was that we didn’t have an online payment solution at all. It was checks and cash.”

Introducing a centralized payment approach became an important step toward strengthening reporting confidence across schools.

Before RevTrak

Before implementing RevTrak, most school payments across the district were handled manually. Teachers collected money for activities like field trips, bookkeepers tracked transactions locally, and staff made regular trips to the bank to deposit funds.

“You’ve got to take time out of your day to go to the bank… and always be there when a parent or student comes in with cash or check.”

Because payments were managed differently from school to school, documentation practices varied across campuses. That made it harder to maintain consistent financial records and increased the likelihood of small entry mistakes that could affect audit results.

Implementing RevTrak

The district selected RevTrak to introduce a centralized way to collect and track payments across schools and reduce reliance on cash and checks.

“Between the online portal and pricing… everything kind of pointed toward you guys.”

Adoption began with a small group of schools, including one campus that quickly expanded usage across multiple payment types and demonstrated early value.

“We saw value right away… one school went full blown with it.”

As additional schools came onboard, the district later required pre-K programs to accept payments through RevTrak, helping standardize how transactions were collected and recorded across more campuses.

Results

Moving more transactions into RevTrak helped reduce reliance on manual cash and check handling and created more consistent documentation practices across schools.

The impact was clear in the district’s internal account audit results:
9 of 13 schools achieved perfect internal account audits.

By shifting payments into a centralized system, schools reduced common entry mistakes tied to manual tracking and improved the reliability of financial information flowing into the district.

“Taking a chunk of the cash and checks away… makes it easier to avoid potential mistakes.”

From a finance leadership perspective, the transition also strengthened confidence in the accuracy of reporting and reduced exposure to risk tied to physical payment handling.

“The ability to ensure accurate financial information coming into the district and taking out the fraud risk.”

With more consistent transaction tracking across campuses, the district improved oversight while supporting stronger account controls districtwide.

The Bottom Line

RevTrak helped Putnam County School District modernize its payment processes, reduce financial risk, and improve audit results across its schools. What began as a need for online payments quickly evolved into a broader operational improvement for staff, schools, and families.

“Having an online payment system with RevTrak makes complete sense to reduce risk and generate more income.”

With continued expansion into more schools and use cases, the district is well-positioned to drive even greater efficiency and value moving forward.