Fees & Payments
One term’s money end to end — the fee structure, the bills it raises, the same balance on a parent’s, a pupil’s and an employee’s portal, and every payment reconciled back to the school’s own bank account.
One bill, five people, and a figure that never has to be re-typed
Fees are where a school’s admin either holds together or quietly falls apart: a spreadsheet of who owes what, a WhatsApp photo of a bank transfer, and a bursar reconciling both by hand at half past six. This walkthrough follows one term’s money the whole way — the structure the school sets once, the bills that structure raises, the same balance as a guardian, a pupil and an employee each see it, the payments that come back through a gateway and across the front desk, what is done about the families who have not paid, and where the money finally settles. Every screen below is the real application, live with sample school data.
On this page
Set what the school charges
Everything downstream descends from here. A fee structure is a small set of named charges with amounts and a frequency — not a per-child spreadsheet — so a bursar edits four rows a session rather than eight hundred.
The fee structure
Every charge the school makes, in one list: tuition, the development levy, examination entries, ICT and laboratory consumables, and the one-off admission fee a pupil pays only on arrival. Set once per session, and the same list feeds every invoice raised for the rest of it.
What a fee actually consists of
Opening a category shows the fields a charge is made of. The code is what appears on the invoice line and in the ledger, so it is worth choosing deliberately: TUITION and DEV-LEVY read better on a bank statement than “Fee 1”.
Ready to run your school on this?
Every screen in “Set what the school charges” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Decide who pays less, and why
Two pupils in the same class rarely owe the same sum. Scholarships and bursaries are modelled as schemes with their own budgets rather than as ad-hoc discounts typed onto invoices, so the school can answer both “what does this child owe?” and “what is aid costing us this year?”.
The schemes
Merit awards, the staff-ward discount, a sibling reduction, and need-based bursaries — each with a percentage, a budget for the session, and how much of that budget is already committed. The remaining figure is what makes a scholarship a policy rather than a favour.
Who actually holds one
The award register: which pupil is on which scheme, what the discount is worth to them, and whether it is active, awaiting approval or expired. The discount lines on the invoices in the next step come from exactly these rows.
See this on your own school’s data.
Every screen in “Decide who pays less, and why” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Raise the term’s bills
A term’s invoicing is one run, not eight hundred documents. The register below is what it produces: an invoice per pupil, with the scholarship already applied and the balance already computed.
The invoice register
Every bill the school has issued, with what was billed, what has been paid and what is still due — for the whole school above, and per pupil in the rows. Issued, paid and outstanding totals come from the server, so the header cannot disagree with the table.
Generating a term’s invoices
The bulk run in one dialog: choose who is being billed, which fee lines to include, and when payment is due. The scope is the school’s own structure — the entire school, a year group, a class arm, a hand-picked list, or staff — and the count of who it resolves to is shown before anything is written.
Set this up for your team.
Every screen in “Raise the term’s bills” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
The bill, at home
The guardian is not sent a photograph of a ledger. They open the same invoice the bursary raised, on their own portal, with every ward’s balance on one page.
Invoices, by ward
Outstanding, paid, past due and upcoming for the ward in view, above every invoice ever raised for them — including the one the bursary raised two screens ago, under the same number and for the same ₦95,000. Opening it shows the actual document: line items, discount, amount paid, amount due, rendered from the school’s own template.
Payment history
Every payment the family has made, with its receipt number and status. A transfer that the bursary has not yet approved shows as pending rather than silently missing — which is the question a parent actually rings about.
Ready to run your school on this?
Every screen in “The bill, at home” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
The pupil’s own account
Senior pupils are often the ones who know a fee is unpaid before anyone at home does. They get the same balance, on their own portal, without being able to see anyone else’s.
What I owe
A pupil’s own invoices and balance — the same figures on the guardian’s screen, scoped to one person. It matters most at the edges of the term: exam entry, boarding, a clearance that is holding something up.
See this on your own school’s data.
Every screen in “The pupil’s own account” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
An employee is billed too
Staff whose children attend the school are billed like everyone else — at the staff-ward discount, on their own self-service portal, rather than through a side arrangement nobody can audit.
My invoices
The bursar’s own account, seen as an employee rather than as the bursary: one invoice a term at ₦171,000 rather than the ₦285,000 a fee-paying family owes, because the staff-ward scheme from step two applied itself when the bill was raised.
Set this up for your team.
Every screen in “An employee is billed too” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Money arriving, however it arrives
Not every payment comes through the gateway. Cash at the front desk, a POS terminal, a bank transfer with a screenshot — all of it has to land in the same register as the card payments, or reconciliation becomes guesswork.
The payment register
Every payment against every invoice, whatever route it took: card and online payments arrive with a gateway reference, manual ones with the name of whoever recorded them. Pending payments are the queue the bursary works.
Taking money at the desk
A parent pays ₦100,000 in cash against two invoices. The dialog records who paid, how much, by which method, on what date — and which invoices to apply it to, so a part payment is allocated deliberately rather than left floating.
When money goes back
Withdrawals mid-term, a levy billed twice, a hardship waiver, an overpayment carried forward — four different things, and the product models them as four different types with an approval trail rather than a negative invoice.
Ready to run your school on this?
Every screen in “Money arriving, however it arrives” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
What is still owed, and who is on it
Collection is the part schools do by memory. Here it is a worked queue: debt aged into buckets, a task against a family with a note of the last conversation, and a promise to pay with a date the system will check.
Collections
Outstanding balances aged into buckets and aggregated by class, with the oldest debt first. Chasing is its own job with its own screen rather than a column on the invoice list.
Fees clearance
The other question about debt: who owes the bursary right now, exit or no exit — and which departing pupils are held at this desk. Two registers behind one tab strip, and a leaver transferring out on 7 August sits in both at once, which is exactly the join they exist to make.
See this on your own school’s data.
Every screen in “What is still owed, and who is on it” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Reconcile, settle, and look at the term
Fees are not the only money a school moves. The last four screens are the ones that make the month close: one ledger every module posts to, the windows a posting is allowed to land in, the bank account the gateway pays into, and the picture the head asks for.
One ledger, every module
Fee invoices and payments, a boarding charge, a uniform sale from the school store, staff billing, a library acquisition, an equipment purchase order — every module that moves money posts here, as debits and credits with a counterparty.
Closing the month, and meaning it
A reported month has to stop moving, and until 2026-08-31 nothing in the product made it. Every module that posts takes a date, and several take it from something a person typed — so a library title catalogued today with a 2019 invoice date landed in 2019 and quietly reopened a year the school had already signed off.
Whose account the money lands in
Online payments are split to the school’s own bank account at the moment of the charge, through a verified subaccount at the gateway. Without one, a school could collect online with nowhere for the money to go — so the page says so plainly instead of failing at the till.
The term, in figures
Revenue against collection, the collection rate, how families actually pay, where the debt is aging and who the largest debtors are. The bespoke reports page was retired for this: the same numbers as widgets, on the module they belong to.
Set this up for your team.
Every screen in “Reconcile, settle, and look at the term” is the live product, not a mockup. Create your school account, or have us walk you through it on a call.
Run your whole school on one connected platform
Start with the base package, switch on the modules you need, and give every parent, student and staff member a single place to log in.