ScholaSys · School Fee Invoicing
School fees that invoice themselves
Set up your fees once, by grade, payment plan and activity. Each month ScholaSys raises every family’s invoices, ready for you to check and process.
What it does for your school
Fees by grade and payment plan
Price lists hold a fee per grade for each payment plan: monthly, per term, semi-annually or annually. Activities such as transport can have one fixed amount for everyone.
Extra-murals and once-off items
Elective activities, such as music, soccer or aftercare, are only invoiced for the children who take part. Annual items such as stationery and textbooks have their own templates.
Discounts handled
Sibling discounts, as a percentage or a fixed amount, and staff discounts are raised as a credit on the invoice without anyone working them out by hand.
How it works
- Set up your activities: school education, which every child pays, plus the elective activities your school offers.
- Enter your fees in the price list per grade and payment plan, or as fixed amounts.
- Each month, run the batch process. ScholaSys creates a batch of invoices for the grades and payment plans you choose.
- Check the batch and process it. The invoices are locked, posted to the month, and sent to your accounting system if you use one.
- Email statements to every family. They are sent in the background, and each statement is noted on the child’s record.
Good to know
- Age analysis of every account’s balance per month, with notes for following up on outstanding accounts.
- Statements showing the current month, 3 months, 6 months or all transactions, with an optional message to parents.
- Deposits are kept separately from school fees.
- Months are closed off at month end, so last month’s figures don’t change.
- Every list and report exports to Excel or PDF.
Questions schools ask
Can we invoice for only 11 months of the year?
Yes. You run the monthly fees batch only in the months you invoice, for example January to November.
Can parents pay per term or per year?
Yes. Each child has a payment plan: monthly, per term, semi-annually or annually. The price list holds the amount for each plan, and ScholaSys invoices each family according to theirs.
Can we charge for extra-murals?
Yes. Each activity can be chargeable, with a fixed amount or a price per grade, and is only invoiced for the children who are signed up for it.
See ScholaSys working for your school
Book a demonstration and we’ll show you how ScholaSys handles your fees, registers and parent communication.
012 653 0440 · info@scholasys.co.za · Eldoraigne, Centurion