Complete Fee Management from Billing to Bank Reconciliation
Every payment tracked, every receipt numbered, every defaulter identified — with SchoolPay integration that matches payments to students automatically.
Cash Books and Spreadsheets Can't Keep Up
Cash payments with no receipt trail — parents dispute amounts, bursars can't prove what was paid
Defaulters discovered at end of term — too late to follow up, revenue lost
SchoolPay payments arrive but nobody matches them to students — manual reconciliation takes hours
No real-time collection status — the headteacher doesn't know how much has been collected until the bursar tallies the ledger manually
The Complete Fee Cycle
Define Fee Structure
Set what each class pays per term — tuition, boarding, lunch, transport, activities. Boarding students pay differently from day scholars. Create as many fee categories as you need.
Generate Bills
One click creates invoices for every student in the class. Scholarships, sibling discounts, and early payment discounts are auto-applied at billing time.
Record Payments
Cash at the bursar's desk, mobile money (MTN/Airtel), bank deposit, or cheque — each payment gets a receipt number, payer name, method, and "received by" staff member.
SchoolPay Auto-Matches
When parents pay via SchoolPay, the payment arrives automatically through webhook integration. The system matches it to the student using their unique payment code — zero manual work.
Track & Report
Real-time dashboard shows total billed, collected, outstanding, and collection rate. Filter defaulters by days overdue. Generate daily collection, termly summary, and debtor aging reports.
Everything the Bursar Needs
Multi-Method Payments
Cash, bank deposit, cheque, mobile money (MTN/Airtel), and SchoolPay webhooks — all in one system. Each method tracked separately for reconciliation.
Real-Time Dashboard
Total billed, collected, outstanding, and collection rate percentage — at a glance. Today's collection counter shows cash received today, broken down by payment method.
Defaulter Tracking
Filter by days overdue — 7+, 14+, 30+, 60+, 90+ days. See exactly who owes what. Automated alerts at 30/60/90 days so you can act before term ends.
Clearance Certificates
Print "Student X is cleared" or "Outstanding balance: UGX 1.2M" — for graduation, transfer, or end-of-term. Automatically generated from current balance.
Installment Plans
Allow families to split bills across multiple payment dates. Track partial payments against the installment schedule. Clear visibility for both the bursar and the parent.
Payment Reversal with Audit Trail
Made an error? Reverse the payment with a reason. Both the original payment and the reversal are permanently logged. Every transaction has a complete audit trail.
Discount Automation
Scholarship 50%, sibling discount 10%, early payment 5% — define discount rules once and they're automatically applied at billing time. No manual calculations.
Overpayment Tracking
Student pays UGX 2.5M but the bill is UGX 2M? The UGX 500K credit is automatically tracked and can be applied to the next term's bill.
SchoolPay Collects Fees. SchoolAdmin Runs Your Entire Finance Office.
SchoolPay helps parents pay. SchoolAdmin does that AND gives you a complete accounting system that SchoolPay doesn't offer — chart of accounts, journal entries, financial statements, budgeting, and bank reconciliation.
Chart of Accounts
Pre-configured for schools: Tuition Revenue, Boarding Revenue, Salary Expenses, Utilities, Maintenance, Capital Projects. Add your own custom accounts as needed. Organized by asset, liability, equity, revenue, and expense.
Double-Entry Bookkeeping
Every transaction automatically creates matching debit and credit entries. Fee payment? Debit Cash, Credit Tuition Revenue. Salary payment? Debit Salary Expense, Credit Cash. Always balanced — as proper accounting requires.
Journal Entries
Record non-fee transactions: utility bills, supply purchases, salary payments, petty cash. Each entry has a description, date, amount, and approval status. Complete financial record beyond just student fees.
Income & Expenditure Statement
Auto-generated report showing all revenue (fees, grants, donations) vs all expenses (salaries, utilities, maintenance) for any period. See your school's financial position at a glance — no manual calculation.
Balance Sheet
Assets (cash, equipment, buildings), Liabilities (loans, unpaid bills), and Equity — generated automatically from your transactions. Know the school's financial health at any point in time.
Budget vs Actual
Set a termly or annual budget per category. System tracks actual spending against budget in real-time. "Maintenance budget: UGX 5M allocated, UGX 3.2M spent, UGX 1.8M remaining." No end-of-term surprises.
Bank Reconciliation
Match bank statement entries to system records. Flag discrepancies automatically. Know exactly what's in the bank vs what the system says — and investigate any difference before it becomes a problem.
More Than Just a Payment Recorder
SchoolPay + Full Accounting
SchoolPay payments arrive automatically via webhook and match to students. But SchoolAdmin goes further — chart of accounts, journal entries, financial statements, and bank reconciliation that SchoolPay doesn't offer.
Complete Receipt Trail
Every payment gets a receipt number, payer name, method, reference number, and "received by" staff member. Disputes are resolved by looking up the record — not arguing.
Role-Based Access
The bursar records payments. The principal can void transactions. The finance committee generates reports. Each role sees exactly what they need and nothing more.
Flexible Fee Categories
Tuition, boarding, lunch, transport, activities, uniform, exam fees — define your own categories. Different classes pay different amounts. Day scholars vs boarders handled automatically.
Know Your Numbers in Real-Time
Stop guessing how much has been collected. Start the term knowing exactly where you stand — and who to follow up with.