Always know who has paid — and who hasn't.
Set your fee structures once. Every receipt is matched to the correct learner's account as it is captured, and your bursar works from one live balance instead of a spreadsheet.
Free for a full term. Upload your current balances yourself, in any format. No credit card.
Billing — what was billed, what was collected, and who still owes.
The current way
The fee chase isn't a paperwork problem — it's a cash problem
When fee records live in a spreadsheet and receipts live in a book, nobody in the school can answer a parent's question with confidence.
Current way
The bursar keeps balances in a spreadsheet and updates it after the fact.
Consequence
Two people hold different versions of the truth, and errors are found weeks later.
Bigger problem
You cannot see, at any given moment, how much of the term's fees you have actually collected.
Current way
Receipts are written in a book and balances updated later, by hand.
Consequence
Reconciliation eats days each term, and some payments are never matched to a learner.
Bigger problem
Money the school has received still shows as arrears — and parents get chased for fees they already paid.
Current way
Arrears letters are compiled manually, class by class.
Consequence
The list is out of date the day it's printed, so follow‑up is inconsistent.
Bigger problem
Uncollected fees quietly become a permanent hole in the budget you planned around.
How it works with SmartSchools instead
One fee ledger the whole office works from
Fees stop being a document you maintain and become a live position you can check any hour of the term.
Set up
Your fee structure, configured for you
We load your existing structures — per grade, per term, per learner type — including boarding, transport and optional items, plus discounts and scholarships. You don't build anything.
Per grade & term
Optional items
Discounts & scholarships
Result
Every learner has a correct expected balance from day one.
Eliminate
No more reconciling after the fact
Every receipt is matched to the correct learner's account at the point it is captured, and that learner's balance updates on the spot. Nothing is left to allocate later.
Receipt to learner account
Balance updates instantly
No double entry
Result
Days of reconciliation per term disappear.
Automate
Receipts and reminders send themselves
The moment a payment is recorded, the parent gets a receipt. Arrears reminders go out on the schedule you set, to exactly the parents who owe.
Instant receipts
Scheduled reminders
Targeted by balance
Result
Fewer disputes, and collection that doesn't depend on someone remembering.
Only here
A live collection position, per class and per school
Expected, collected and outstanding — updated as payments land, broken down by class, grade or campus, with the arrears list always current.
Live arrears list
By class or campus
Term‑over‑term view
Result
You can answer 'how are we doing on fees?' in one screen.
Output
Statements your parents and board both trust
Per‑learner statements and per‑class collection summaries come out of the same ledger as the school's own accounts — income and expenditure, financial position, cash flows, and what debtors and creditors are outstanding — so the office, the parents and the board are never reading different numbers.
Learner statements
Debtors & creditors
Board‑ready financial statements
Result
One set of numbers across the office, the parents and the board.
Worried about moving your fee records?
Most bursars are. Years of balances live in spreadsheets and receipt books, so here's how they come across into SmartSchools without anything getting lost.
You might be thinking
“Our balances are a mess — we'll never get them in.”
What we do
Upload them as they are — the system does the rest.
Whatever you have: a spreadsheet, an export or a book of receipts typed up. We load it and reconcile the opening position with your bursar before you go live.
Data import and opening‑balance check included in setup.
You might be thinking
“Our bursar isn't technical.”
What we do
The fee window is one screen.
Find the learner, take the payment, print or send the receipt. We walk your bursar through it during setup and stay reachable for as long as you use the system.
Hands‑on walkthrough plus support for as long as you use the system.
You might be thinking
“What if it doesn't fit how we charge?”
What we do
Judge it on one term of your own money.
Run a full term free and see whether your balances stay current, your receipts land against the right learners, and you can answer who owes what without asking anyone. If it doesn't hold up, you walk away owing nothing.
One full term free. No card, no contract.
See your real collection position this term
Start free, upload your current fee records in whatever form they exist, and work from one live ledger before you pay anything.
Free for a full term. Upload your current balances yourself, in any format. No credit card.
The other jobs in SmartSchools
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