Fees & Finance
The money side of running a school: fee structures, vouchers, collections, discounts, expenses and the accounts behind them, recorded once and kept in balance instead of retyped into a cashbook.
What you can do today
Fee structures
Fee heads per campus, class and section, charged monthly, annually, once, at exam time or on registration. Student-specific charges are added at admission.
Fee vouchers
Generate vouchers for a whole campus, a class, a section or one student for the billing month. Large runs are processed in the background.
Bulk voucher printing
Print a campus or class’s vouchers in one, two or three copies for the student, the school and the bank.
Collections and receipts
Record cash, bank or cheque payments against a voucher, and the receipt is issued at once. A double click cannot record the same payment twice.
Voids with a reason
A payment is never deleted. Voiding keeps the original receipt, restores the balance and records who did it and why.
Scholarships and discounts
Percentage or fixed concessions, with approval and the reason kept on record.
Expenses and vendors
Expense requests move through approval to payment, against a vendor directory. Each campus can keep its own petty cash with a running balance.
Automatic late fees
Set one rule: a fixed amount or an amount per day late, after a grace period, never above a cap. The fine is added to the voucher total, so it is printed and collected with the fee, and it is brought up to date whenever a payment is recorded or with one click.
Accounts
Fee payments, paid expenses and payroll post to a double-entry ledger, with trial balance, profit and loss, cash flow and a balance sheet.
Bank reconciliation
Upload the bank statement as CSV or Excel. Deposits are matched to bank and cheque fee payments, and nothing is marked until you confirm the matches.
Campus comparison
Every campus side by side on the finance overview: billed, collected, outstanding, overdue, and this month’s collections, expenses and net, with a total for the school.
Budgets
Set spending limits per expense category and compare them with what was actually spent.
Finance reports
Collections by day, campus and class, defaulters aged 0 to 30, 30 to 60 and over 60 days, paid and outstanding students, and discount leakage.
Audit trail
Every void, discount decision and expense decision is logged with the person, the time and the reason.
Guardians can be e-mailed their voucher when it is generated. That needs e-mail delivery to be set up for your school.
How it works
- 1
Set the fees
Create fee heads and structures for each class and session.
- 2
Generate vouchers
Run the month’s vouchers for the campus, a class or a single student, then print them.
- 3
Collect
Record each payment and hand over the receipt. The voucher updates to paid or partly paid.
- 4
Spend and approve
Expenses are requested, approved and paid, and every payment lands in the ledger.
- 5
Review
Follow up defaulters and read collection, profit and loss and budget reports.
Who uses it
- Accountant
- Generates vouchers, records payments and enters expenses.
- Principal or owner
- Approves discounts, voids and expenses, and reads the reports.
- Parents
- See their invoices and what is due in the portal.
Coming next
Planned, not yet availableThese are on our roadmap. They are not part of the product yet, and we will move each one up into the list above when it ships.
Online fee payment
Payment links so parents can pay from the portal, with the receipt issued automatically.
Fee reminders
SMS and WhatsApp reminders to guardians of defaulters.
Questions schools ask
Can parents pay online?
Not yet. Payments are recorded by the school (cash, bank transfer or cheque) and the receipt is issued immediately. Online payment is on the Coming next list.
Can a payment be deleted?
No. A payment can only be voided with a reason. The original receipt stays on record and the reversal is logged for audit.
Does it replace our accounting?
For the school’s own books, largely yes: fee payments, paid expenses and payroll post to a double-entry ledger with trial balance, profit and loss, cash flow, a balance sheet and budgets, and bank and cheque fee payments can be reconciled against the bank statement.
Works together with
- Student Management & AdmissionsAdmissions, the student directory, guardians, documents and student records.
- Staff, HR & PayrollStaff records, hiring, leave, tasks and monthly payroll.
- Reports & AnalyticsDashboards and exportable reports across the whole school.
- Parent & Student PortalOne login for parents to follow every child’s school life.