School Finance Management System

Where a school's money goes unaccounted

Most bursars do not lack diligence. They lack one system where every fee, payment, requisition and bank line is recorded and connected.

• Balances nobody can confirm. A parent asks what they owe and the bursar searches three receipt books and a spreadsheet to answer.
• Payments that arrive unnamed. Mobile Money and bank deposits come in with no admission number. Matching them takes hours and some are never allocated.
• Spending approved on paper. Requisitions pass from desk to desk, and the budget is only checked after the money has gone.
• Books that do not balance. The cash book and the bank statement disagree at month end, and nobody can find the difference.

Every shilling on the record, from fee structure to board report

Set fees, bill, collect, remind, spend, reconcile and report in one system:

• Balances in seconds. Any learner's statement, current to the last payment.
• Spending under control. No payment leaves without an approved request and budget.
• Books that balance. Bank statements matched line by line, every month.

Sixteen modules, one database

Fee structures, term billing, bursaries and discounts, Mobile Money matching, bank deposit matching, receipts and statements, balance SMS reminders, parent portal, requisitions and approvals, suppliers and payments, budgets, petty cash, bank reconciliation, general ledger, financial reports, users, roles and audit. Modules are switched on per tier.

Built for money that must be accounted for

• Segregation of duties. Receipting, approving and paying are separate roles, so no single person controls a payment end to end.
• Full audit trail. Every receipt, reversal, approval and journal is logged with the user and the time.
• No deleted receipts. Receipts can be reversed with a reason, never deleted, so the sequence always adds up.
• Monthly reconciliation. Each bank account is reconciled and signed off, with any difference explained.
• Daily backups, with restores tested, not assumed.
• Ready for audit. Ledgers, statements and reports export for the auditors and the board.

Automatic matching needs statement access from your bank or Mobile Money provider, or a school-fees collection account. Any bank or network charges are separate. Reports support, but do not replace, your auditor's work.

Setup

Every tier includes installation, configuration, data import and training. From signing to the first term's billing: fee structures, bursary rules, budget lines and approval routes agreed with the bursar and head teacher, learner lists and balances brought forward imported and agreed class by class, the bursary team trained with your real data, then go-live for a new term's billing with TIAMTECH through the first month-end reconciliation. Best scheduled during a holiday.