How to Get the Most Out of Your Software Support Call

Posted on January 27, 2026 by Michelle B

Whether you’re new to your role, learning Avitar software, or an experienced Clerk/Collector, you will undoubtedly have questions. Our support team is here to help and these tips will ensure faster, more effective assistance:

  • Check with colleagues first. Someone else in your office may already know the solution or be able to help.
  • Set aside uninterrupted time when contacting support. If you need to put us on hold while you help someone, we may need to end the call so we can assist other clients.
  • Be ready to screen share. Have your TeamViewer ID available and open the specific transaction or screen you need help with.
  • Focus on one issue at a time. Avoid bundling unrelated questions to keep troubleshooting efficient.
  • Check the FAQs first. The Clerk and Collect FAQ pages (accessible from the FAQs button in the software) often provide quick answers and updates.

A little preparation goes a long way and helps us resolve issues more smoothly and efficiently.

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Online December & January Registration Renewal Files Re-Upload

Posted on January 1, 2026 by Michelle B

Happy New Year! It’s time to upload/re-upload the December and January registration renewal files to reflect the new 2026 state fees. Please read this email in its entirety to avoid any potential upload issues.

For those clients who deferred uploading their January registration renewal files, the files may now be uploaded to Invoice Cloud with no special modifications required to the Monthly Renewal Notices dialog box. To proceed:

  • Navigate to Utilities | DMV Monthly Renewals | Print Notices
  • Rate Override – as long as this date is after 01.01.2026, you should be fine.
  • Select Town and DMV Combined.
    • NOTE: This must also be done for Town Only.
  • Make sure your dialog box looks similar to the screenshot below.
    • NOTE: The Expire By Date may look different depending on your Town’s settings for Invoice Cloud renewal expirations.
  • Select Export.

If you uploaded either your December files alone or both December and January files in December, those files must now be overwritten (re-uploaded) in Invoice Cloud with the updated state fees. To do this:

  • Navigate to Utilities | DMV Monthly Renewals | Print Notices.
  • Rate Override – as long as this date is after 01.01.2026, you should be fine.
  • Select Town and DMV Combined.
    • NOTE: This must also be done for Town Only.
  • Verify that your upload settings are configured as follows:

December files:

January files:

If you need assistance with this, please feel free to give us a call.

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Reminder: Deadline for Online & Mail-In Motor Vehicle Renewals

Posted on December 29, 2025 by Michelle B

FINAL REMINDER: All motor vehicle renewals—online, by mail, or over the counter—must be processed through Avitar Clerk no later than December 31, 2025 to be registered at the current 2025 State fees.

Any transactions completed on or after January 1, 2026 will automatically be charged the new State fees.

To support this change, Avitar Clerk version 3.5.7 (emailed November 24) includes the updated fees and will automatically apply them on January 1, 2026. Please be sure this update is installed before December 31, 2025 to ensure accurate fee processing.

Happy Holidays!

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Year End Close Support for December Fiscal Year Municipalities

Posted on December 22, 2025 by Michelle B

As we enter the busy season and receive an increased number of calls from Collectors working through their Year End Close, we want to provide some additional resources to help guide you through the process.

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State Fees Increase: What You Need to Know

Posted on November 19, 2025 by Michelle B

As you are well aware by now, beginning January 1, 2026, the State is increasing their portion of vehicle registration fees. To ensure a smooth transition, please review the important information/dates and follow the specific instructions outlined below.

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Online/Lockbox Batch Errors: What They Mean and How to Address Them

Posted on October 7, 2025 by Michelle B

When processing your online/lockbox batch(es) through Avitar Clerk, there are several situations in which a transaction may fail during the validation process. If a transaction fails validation, it will be marked as ERROR, and you won’t be able to continue until the issue is addressed. But, how do you address the issue?

Begin by reviewing the error detail(s)—click the Edit box to the right of the transaction. After examining the issue, determine whether it can be corrected. Then, update the status to one of the following options: OTC, IGNORED, or CREDIT.

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Clerk Post-It Notes

Posted on September 9, 2025 by Michelle B

In a busy municipal office, it’s easy for important tasks, reminders, and follow-ups to slip through the cracks—especially when managing vehicles, owners, payments, and pet records. The Post-It feature in the Avitar Clerk system is designed to help you stay organized and on track.

Whether you need to flag a license plate, VIN, or owner with a note, alert staff to a returned payment deadline, or set a reminder for an upcoming rabies vaccination expiration, Post-Its offer a simple yet powerful solution. Unlike the basic Notes field, Post-Its can be categorized, stacked, and configured to trigger alerts based on specific dates or criteria.

For additional insights into this feature, select each of the following links:

We recommend bookmarking our online documentation page and reviewing it periodically, as it is regularly updated with the latest information.

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2025 MS-1 Report Update — Take Two

Posted on August 7, 2025 by Josh

Originally we published a blog post indicating that while there were no changes for 2025 to the MS-1 Report file specification, we were nonetheless waiting to receive a list of changes to utility company names for 2025. Then we received the list so we sent those utility company name changes out to all of you in a subsequent blog post. There was just one slight problem — the list we received was incorrect. Fortunately, this was noticed/questioned by a thorough reader who contacted DRA (thanks, Tom!) and DRA notified us on Tuesday that they, rather than a vendor, would provide us with the correct list.

See below for the correct list and a reminder of what this means for you with respect to generating your 2025 MS-1 Report and submitting it to the DRA:

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Lien Deadline is Right Around the Corner

Posted on August 6, 2025 by Michelle B

The deadline for liening your prior year invoices is quickly approaching. If you’ve already completed your lien process—congratulations!

If you’re unsure whether any accounts need to be liened, go to Reports | Collection YTD. Review for any outstanding balances on 2024 invoices, including property, timber, current use, gravel, or water/sewer. If any balances remain, be sure to create lien notices before the end of August.

For a complete overview of the process, refer to our post from July 30, 2024 on the same topic: “Lien Execution Deadline Approaching“. It includes RSAs, important deadlines, and step-by-step instructions to guide you through the process.

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2025 MS-1 Report Update

Posted on August 4, 2025 by Josh

As we noted recently, there are no changes for 2025 to the MS-1 Report file specification. See below for what this means for you with respect to generating your 2025 MS-1 Report and submitting it to the DRA:

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