Fees set up once for the year
Each fee is created on a single page: the classes concerned, the instalments and their due dates, the options, rates or activities, the discounts. Once locked, it bills the pupils. During the year, you grant a family a payment deferral or a payment plan, from request to approval or rejection, and give discounts instalment by instalment. The dashboard shows revenue collected, the collection rate, pupils who are up to date and instalments due in the next 30 days.
Cash collection at the desk
Cash is still the rule in many schools. Each cash desk has its holder, stand-ins, opening hours, limits and scope. The cashier collects at the desk, hands over a numbered receipt, closes the day and remits the takings to a person, to the safe or to the bank. Cash days are validated by the bursary, and cash incidents (counterfeit note, bounced cheque, money not received) are reported with evidence, then decided by someone else.
Mobile Money payment from the phone
Parents pay school fees from their space, on the web or in the app, by MTN Mobile Money or Orange Money: one invoice for all their children, even across several schools, and a PDF receipt. The school declares its treasury accounts (bank, Orange Money, MTN MoMo, Express Union, Wave) and chooses which ones receive payments. For families who pay by deposit, the proof they send is approved or rejected by the school before it counts.
Following arrears and reporting
Solvency tracking shows, class by class or pupil by pupil, what is owed, paid and outstanding, and each pupil's status, with reminders and a pupil financial statement in PDF or Excel. The evening report sums up treasury inflows, outflows and balances, and can be sent automatically. The audit trail shows who created, changed or cancelled what, and why. Money collected for a third party, such as a deposit, is tracked separately and never counted as revenue.