Overview

For Nathan Kimari, Accounting and Business Systems Specialist at Corvallis School District in Corvallis, Oregon, managing school finances once meant juggling Excel sheets, manual deposits, and time-consuming reconciliation — with little visibility across schools.

By implementing InTouch Receipting by KEV Group, Corvallis unified payment collection across its secondary schools, reduced manual work, strengthened audit readiness, and gave district staff real-time confidence in every transaction.

The Challenge

Manual tracking and lack of real-time oversight

Before InTouch Receipting, Corvallis School District relied heavily on Excel spreadsheets and manual logs to track school payments — from athletics and events to donations and fees. Each school recorded transactions separately, then sent spreadsheets to the central business office for manual entry into the accounting system. “It was line by line, not very efficient,” recalls Nathan. “Everything required manual oversight.”

Tracing a single transaction could take hours. If a parent, staff member, or auditor requested confirmation, Nathan often had to dig through multiple files — or even visit the bank — to find one payment.

“If I had to trace a payment, I’d click through countless files or even go to the bank and look through items with them. It was frustrating, especially for small-dollar transactions.”

— Nathan Kimari, Accounting and Business Systems Specialist at Corvallis School District

Without automation, deposits took longer to clear, and reconciliation between schools and the district office often led to delays or inconsistencies. Some transactions were duplicated, others mislabeled, and the entire process depended on individual bookkeepers maintaining perfect spreadsheets. “It was a cumbersome process,” Nathan explains. “That level of manual oversight just isn’t sustainable when you’re handling hundreds of transactions across multiple schools.”

The Solution

Automated receipting and system integration

To modernize its approach to school finance, Corvallis implemented InTouch Receipting across its high schools and middle schools. The system introduced credit card readers, online payment portals, and automated reporting tools, effectively giving bookkeepers and administrators an easier, faster way to manage funds.

Instead of manual data entry, Nathan now exports reports directly from InTouch and imports them into the district’s accounting system.  “All I do is export a report and import it into our accounting software. It’s just a few clicks.” What once took hours of manual entry and cross-checking can now be completed in minutes.

Corvallis also integrated InTouch with the district’s ERP, ensuring data flowed seamlessly between the school-level accounting and district-level finance systems. Each transaction is automatically tied to the correct GL account and a unique receipt number, removing the risk of misapplied funds and human error.

“It’s reduced errors significantly. Everything matches up automatically. What used to be a stressful, multi-step process now just works.”

— Nathan Kamari, Accounting and Business Systems Specialist at Corvallis School District

The Results

Audit confidence and real-time oversight

Since implementing InTouch Receipting, Corvallis School District has achieved zero audit findings related to school activity funds. Nathan estimates his confidence heading into audits is at 99%, thanks to real-time reporting and traceability.

As Nathan explains, “We haven’t had a single audit finding with InTouch. If an auditor asks about a transaction, I can pull it instantly. Pulling reports takes as long as the website takes to load.”

Together, these improvements have transformed the district’s financial operations, delivering the confidence, control, and convenience that Nathan and his team once lacked.

The Impact

Payment convenience drives participation and revenue

Providing families, staff, and community members with flexible payment options has delivered unexpected gains. “Give people the convenience of how they want to pay — and they’ll pay,” Kimari summarizes.

At district-wide staff events, athletics, and school activities, Corvallis has seen higher participation after introducing credit card terminals and online payment options. Nathan can even monitor revenue in real time during live events, giving administrators immediate insight into performance as events unfold. “I can pull up a report on the fly and show exactly where we’re at — halfway through the day.”

Beyond revenue, InTouch Receipting has also made it easier to support off-site events and troubleshoot remotely— without needing district staff on location.

A trusted partnership

Beyond the technology, Nathan credits the KEV Group team for understanding the realities of school finance.

“They don’t just know the product—they know what schools are going through.” From responsive support to easy ordering of terminals and supplies, Corvallis School District sees KEV Group as its long-term partner in financial operations.