Features
Fees & Accounting
Every shilling invoiced, collected, and posted — nothing goes missing.
Fee management is where most schools feel the most administrative pain. Edu360 replaces the receipt book and the arrears spreadsheet with a structured fee management system: configure term fees per class and boarding status, auto-generate invoices at the start of each term, record payments across multiple channels, and chase balances with clear statements. Every payment posts to the ERP accounting ledger, so the bursar’s records and the school’s books are always the same number.
- Fee structures per class and term
- Bulk invoice generation
- Multi-channel payment recording
- Receipts and payment history
- Arrears tracking and statements
- Scholarship and discount handling
- Automatic ledger posting
- 1Configure fee structures per class and term
- 2Generate invoices for the whole school in one action
- 3Record payments and issue receipts
- 4Apply scholarships and discounts
- 5Track arrears and issue statements
- 6Post every payment to the accounting ledger
- 7Report on fee collection rates
Configure fee structures per class and term
Define the fee components for each class level and term — tuition, boarding, transport, examination fees, activity levies — with different rates for day scholars and boarders. Structures are versioned by academic year so you can set next year’s fees while this year’s billing is still running.
Generate invoices for the whole school in one action
At the start of each term, generate invoices for every enrolled student at the correct rate for their class and status. The batch job runs in seconds; each student’s invoice is available in the parent portal and can be printed or emailed immediately. Only students who owe outstanding balances from prior terms receive a combined statement.
Record payments and issue receipts
Log cash, mobile money, bank transfer, and cheque payments against the student’s account and issue a numbered receipt. Receipts can be printed at the counter or sent to the parent’s phone by SMS. Partial payments are accepted and tracked so the outstanding balance is always accurate.
Apply scholarships and discounts
Create scholarship and bursary entries that reduce a student’s invoice by a fixed amount or percentage. Discounts are documented against the student record and appear on statements so parents see the approved reduction alongside the amount still due.
Track arrears and issue statements
The arrears report lists every student with an outstanding balance, their class, and how long the balance has been overdue. Bulk statements can be sent to parents in one action by SMS or email, with the current balance and a payment reference. Pastoral and admissions staff can see a student’s fee status when it is relevant to a decision.
Post every payment to the accounting ledger
Each payment, receipt, discount, and refund posts a journal entry to the Hitaji ERP ledger through configurable GL mappings. The bursar’s fee module and the accountant’s trial balance reflect the same transactions — no month-end reconciliation, no duplicate entry.
Report on fee collection rates
The fee collection summary breaks down expected income against actual receipts by class, term, and fee component. Management and governors see the collection rate at any point in the term and can act on shortfalls before they affect cash flow.