📄️ Finance overview
The Finance module is the central hub for all money-related activity at your school — from defining fee structures and generating bulk invoices to recording payments, managing the general ledger, and producing financial statements. It is designed for school administrators, bursars, and finance officers who need accurate, real-time visibility over every dollar that flows in and out.
📄️ Dashboard & analytics
The Finance dashboard is the first screen you see when you open the Finance module. It gives you a real-time summary of your school's financial health — how much has been collected, what is still outstanding, and which students are overdue.
📄️ Fee structures
A fee structure defines what your school charges students — the fee name, amount, type, and which students it applies to. Fees are the foundation of the billing pipeline: you must create fees before you can run billing batches or generate invoices.
📄️ Billing runs
A billing run is a bulk invoice-generation job. Instead of creating invoices one by one, a billing run automatically generates invoices for a defined group of students in a single operation. You run billing at the start of each term (or whenever fees are due).
📄️ Invoices
An invoice is a formal request for payment sent to a student (or their guardian). Invoices are generated automatically via billing runs or manually for individual students. Each invoice tracks the fee owed, due date, and payment history.
📄️ Payments
The Payments module is where you record, view, and manage all money received from students and guardians. Every payment is linked to one or more invoices and generates a receipt automatically.
📄️ Receipts & templates
A receipt is proof of payment issued to a student or guardian after a payment is recorded. Receipts can be printed, emailed, or sent via SMS link. Receipt templates let you customise the layout and branding of printed receipts.
📄️ Student accounts
The Student Accounts area gives you a consolidated view of each student's financial standing — their current balance, payment history, outstanding invoices, and account controls. This is where you go when a parent calls asking about their child's fees.
📄️ Payment gateways
Payment gateways allow parents and guardians to pay school fees online — via card, mobile money, or bank transfer — without coming to the school office. When a gateway payment is confirmed, a payment record and receipt are automatically created in the system.
📄️ Payment attempts
Payment attempts is a log of every transaction that has been submitted through any payment gateway — whether it succeeded, failed, or is pending. This is the diagnostic view used by administrators to investigate payment issues.
📄️ Accounting
The Accounting area covers everything after money is received — how it is recorded in your books, how expenses are tracked, how bank statements are imported and reconciled, and how cash is managed. It is primarily used by the school bursar or accountant.
📄️ Ledger exports
Ledger exports let you download your school's financial data in formats compatible with external accounting software such as Pastel, QuickBooks, Sage, Xero, or a custom Excel spreadsheet. Use exports to share data with your external auditor or to maintain a parallel set of books.
📄️ Financial statements
Financial statements are the formal summary reports of your school's financial position and performance. The system generates three standard financial statements automatically from your recorded transactions: the Trial Balance, the Income Statement (Profit & Loss), and the Balance Sheet.
📄️ Scholarships
The Scholarships module lets you define scholarship programs, award them to individual students, and manage student applications. Scholarship awards are linked directly to the student's invoice, reducing the amount they owe.
📄️ Audit trail
The Finance Audit Trail is an immutable, chronological log of every action taken in the Finance module — who created, edited, approved, or deleted any financial record, and when. It is the primary tool for compliance, fraud detection, and investigating discrepancies.
📄️ Payments (redirect)
This page has been replaced with dedicated module pages. Please use the links below.
📄️ Fees & billing (redirect)
This page has been replaced with dedicated module pages. Please use the links below.