School fees management software that shows who has paid, in naira

Where school fees go missing

Most fee problems are record problems. A parent pays part of the fees by transfer, another part in cash, and a third part is promised for next month. The payments end up in a receipt booklet, a bank statement and the bursar's memory. By the time the proprietor asks how much is still outstanding, nobody can answer without a long evening of reconciliation.

School fees management software keeps one record per student per term. Every payment, however it was made, is entered against that record, and the outstanding balance is always up to date.

Setting up fees for each class

Fees are organised into fee types (for example tuition, development levy, books, uniform, bus or PTA) and fee groups that combine the types a class pays. A JSS 1 fee group can include items that SS 3 does not pay. Once the groups are set, each student's invoice for the term is created from them.

Discounts can be recorded when a payment is collected, and fines for late payment can be applied, so the balance shows what the parent actually owes.

Collecting fees online and at the bursary

Parents can pay online from the parent portal. EduMatrix works with Paystack and Monnify, and schools that use Monnify can give payers dedicated virtual account numbers so bank transfers are matched to the right student. When an online payment succeeds, it is recorded against the student immediately and a receipt is available.

Cash and bank deposits made at the school are recorded by the bursar in the same place, so the balance includes every payment whatever the channel.

• arrow_rightFull and part payments against a student's invoice.
• arrow_rightAutomatic receipts with the school's name and the payment details.
• arrow_rightPayment history for each student across terms and sessions.

Debtors, reminders and reports

At any point in the term you can see who has paid, who has paid part, and who has not paid at all, by class. Fee reminders can be sent to parents by SMS before or after the due date, and late-payment fines can be set up to apply after the due date.

For the proprietor, the numbers that matter are visible without waiting for the bursar: fees expected, fees collected and the amount outstanding for the term. Staff salaries can be handled in the same system with payroll and payslips, so income and the biggest expense sit side by side.

Everything in naira

Amounts, invoices and receipts are shown in naira, and online payments go through Nigerian payment gateways. Parents pay the way they already pay for other things, and the school sees the money recorded against the right child.