Government operations
Inventory Audit
Count the warehouse against the books — on a schedule, on paper if you need it, on the record.
Run the periodic physical inventory the way an auditor expects: schedule an audit for a county or a precinct, filter by category, print the blank count sheets, record what's actually on the shelf, and generate a report you distribute to the specialists who own the items — with the people to copy already on it.
The challenge
Once a year the county has to count what it owns and reconcile it against the records, and it's a clipboard-and-spreadsheet ordeal: someone prints a list, walks the warehouse, scribbles counts, and types them back in — per precinct, per category, hoping nothing gets transposed. The report that comes out the other end is a Word document emailed to whoever asked.
In practice
Audit season, precinct by precinct
It's time for the annual inventory. The clerk schedules an audit for Precinct 4, filters to the categories that precinct holds, and prints clean count sheets organized the way the warehouse is laid out — so the person counting isn't fighting a random list. They walk the shelves, record the actual counts, and the audit captures the variances against what the books said.
When it's done, the system generates the audit report as a PDF and distributes it to the specialists responsible for those items, with the finance office and the auditor already copied. Next quarter's audit is already on the schedule. What used to be a clipboard, a spreadsheet, and a forwarded email is one tracked, repeatable process with a paper trail an auditor can follow.
What it does
- 01
County and precinct audits
Scope an audit to the whole county or to a single precinct, so each location is counted and reconciled on its own.
- 02
Filter by category
Narrow an audit to the categories a location actually holds, so nobody counts past things that aren't there.
- 03
Printable count sheets
Print clean blank forms organized for the walk, so the person on the warehouse floor isn't fighting a spreadsheet.
- 04
A generated report
Produce the audit report as a PDF — counts, variances, sign-off — instead of a hand-built Word document.
- 05
Distribute with a cc list
Send the finished report to the specialists who own the items, with finance and the auditor already copied.
- 06
Scheduling that repeats
Put the next audit on the schedule so the count happens on a cadence, not whenever someone remembers.
How it works
Schedule the audit
Create an audit for the county or a precinct and set when it happens.
Filter and print
Narrow to the right categories and print the blank count sheets for the walk.
Count and record
Record the actual counts; the audit captures the variances against the books.
Report and distribute
Generate the report PDF and send it to the responsible specialists, with the cc list already set.
English and Spanish
Bilingual by design
Inventory audit is a back-office controls process — a staff-facing tool, English-first for the clerks and specialists who run the count. It pairs with the bilingual inventory and equipment registers, where the item names themselves are kept in English and Spanish; the audit is the periodic discipline that keeps those registers honest.
CiVQ AI — included in every package
CiVQ AI: read the variances, find the pattern
CiVQ AI can read an audit's variances and surface what's worth a second look — the categories that keep coming up short, the location with the biggest gaps — and draft the report summary the specialist would otherwise write by hand. The counts and the conclusions stay the clerk's.
Who it's for
Get started
See CiVQ in your language.
Book a 30-minute walkthrough with our team in Rio Grande City. We'll tailor it to your city, county, or district.
Bilingual support included at every tier.