Education
School Fees and Finance Management System
Manages fee structures, term invoices, payments, receipts, discounts, arrears and school expenses, with reconciliation against bank and mobile money statements.
- Web-based
- Android
Overview
School Fees and Finance Management System
Fee collection is the financial lifeline of most private schools and colleges, yet it is often managed with receipt books and spreadsheets that are difficult to reconcile. Extrion Tech develops School Fees and Finance Management Systems in-house in Zanzibar to give bursars accurate balances, clear receipts and reliable reports for owners and boards.
The bursar defines fee structures by class, term and student category, including tuition, boarding, transport, meals and one-off charges, along with scholarships, sibling discounts and instalment plans. Invoices are generated for every student at the start of term, and payments received in cash, by bank deposit or through mobile money are recorded against those invoices with numbered receipts. Arrears lists and automated SMS reminders help follow up balances before examinations or the next term.
Beyond fees, the system records school expenses against budget lines, petty cash and supplier payments, giving a simple income and expenditure view. Daily collection reports are reconciled against bank and mobile money statements, and where a provider offers an API, payments can be matched automatically. Tax, accounting and reporting requirements are established with each school for Tanzania or the relevant jurisdiction.
Business problems it addresses
- Bursars cannot quickly tell which students have paid, partly paid or not paid for the term.
- Handwritten receipts and duplicate receipt books make collections hard to verify.
- Bank deposits and mobile money payments arrive without clear student references.
- Discounts, scholarships and instalment agreements are tracked informally and inconsistently.
- Owners lack a reliable picture of income, expenses and arrears across the term.
Interface
Five screens of the system
Illustrative mockups with sample data — not screenshots of a client’s system.
Workflow
From fee setup to reconciled collections
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1
Fee structure
Define fee items by class, term and category, with discounts and instalments.
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2
Term invoicing
Generate invoices for all students at the start of term in one run.
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3
Payment receipt
Record cash, bank or mobile money payments and issue numbered receipts.
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4
Allocation
Apply payments to invoice items and carry forward any credit or arrears.
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5
Arrears follow-up
List outstanding balances and send SMS reminders to guardians.
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6
Expenses
Record expenses and supplier payments against budget lines.
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7
Reconciliation
Match daily collections with bank and mobile money statements.
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8
Financial reports
Produce collection, arrears and income and expenditure reports.
Functions covered
Modules and what they do
01 Fees and billing
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Fee structures
Sets fee items and amounts per class, term and student category.
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Invoicing
Generates term and ad-hoc invoices for individuals or whole classes.
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Discounts and scholarships
Applies sibling, staff and scholarship reductions with approval.
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Instalment plans
Agrees payment schedules with guardians and tracks adherence.
02 Collections
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Payments and receipts
Records payments by method and prints or sends numbered receipts.
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Arrears and reminders
Ages outstanding balances and sends scheduled SMS reminders.
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Mobile money and bank matching
Optional / subject to scope
Matches incoming payments to students where a provider API is available.
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Control numbers
Optional / subject to scope
Issues GePG or bank control numbers where in scope and supported.
03 Accounts and reporting
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Expenses and petty cash
Records spending and petty cash against budget lines.
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Cashbook and reconciliation
Reconciles daily collections with bank and mobile money statements.
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Financial reports
Produces collection summaries, arrears ageing and income and expenditure.
Technology stack
Technology selected for this solution
These are the technologies planned for this type of system. The final stack depends on scale, performance, licensing, infrastructure, integrations and your requirements.
Frontend
Backend
Database
Infrastructure
Integrations
Security & data integrity
Protecting your data and its accuracy
Financial records are restricted by role, receipts cannot be deleted once issued, and financial record retention and reporting requirements are agreed with the school for the relevant jurisdiction.
Standard protections
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Role-based access control
Each user sees only what their role allows.
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Authentication and authorisation
Every request is checked for a signed-in, permitted user.
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Fine-grained permissions
Permissions per module and action, such as view, edit or approve.
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Secure password storage
Passwords are stored using strong one-way hashing, never in plain text.
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Encryption in transit
HTTPS/TLS protects data between users and the server.
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Server-side input validation
All input is validated on the server before it is saved.
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Protection against common web vulnerabilities
Defences against injection, cross-site scripting and request forgery.
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Database constraints and transactions
Constraints and transactions keep related records consistent.
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Audit logs
Important actions are recorded with who, what and when.
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User activity history
A history of each user’s activity for supervisors and administrators.
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Backup and restoration
Scheduled backups with tested restoration procedures.
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Session management
Session time-outs and the ability to sign out other devices.
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Secure API access
Authenticated, rate-limited access for integrations.
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Data export controls
Exports limited to authorised roles and recorded.
Optional advanced protections
- Multi-factor authentication A second sign-in step for selected or all users.
- Encryption at rest Sensitive data encrypted on disk where the infrastructure supports and is configured for it.
- Disaster recovery planning A documented plan to restore service after a major failure.
Data integrity
Every payment is posted in a database transaction that creates the receipt and its invoice allocations together, so balances always match receipts. Issued receipts can only be reversed through a logged cancellation that keeps the original number, and daily cashbook totals are reconciled against bank and mobile money statements.
Security controls are configured for each project. We do not claim certification, compliance or immunity from attack unless independently verified for your deployment.
Customisation & integration
Tailored to how you work
We tailor modules, reports, permissions, workflows, branding and integrations to your organisation. Tell us which features you need when you request a quote.
- Fee items, categories and term structures
- Discount rules and approval levels
- Receipt and statement layouts with school branding
- Reminder schedules and SMS wording
- Budget lines and chart of accounts mapping
Deployment & support
From go-live to continuous improvement
Onboarding, data migration, training, maintenance, technical support and future enhancements are services we scope into your project.
Bringing records from spreadsheets or older systems, checked and reconciled.
Role-based training for users, supervisors and administrators.
Technical support and maintenance under an agreed support plan.
New modules, reports and integrations as your organisation grows.
Pricing
Pricing tailored to your requirements
Every organisation has different workflows, users, infrastructure, and integration needs. Request a quotation for a solution designed around your requirements.
- Number of users, branches and modules
- Customisation and integrations
- Hosting: cloud, your server or hybrid
- Data migration and training
- Support and maintenance plan
Education
Related systems
School Management System A complete school platform covering admissions, class allocation, attendance, assessments, results, fees and parent communication for primary and secondary schools.
University and College Management System An institution-wide platform for programmes, applications, registration, course units, GPA, tuition billing, hostels and graduation at universities and colleges.
Learning Management System An online learning platform for courses, lesson materials, assignments, quizzes, discussion and progress tracking, usable on low-bandwidth connections and mobile devices.
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