Education Administration Software · Nairobi, Kenya
Automate fee collection. Run your school with clarity.
End manual Paybill reconciliation nightmares and report card paperwork. Reconcile school fee deposits instantly, generate professional CBC report cards, and keep parents informed with automated SMS alerts.
Tailored for private primary schools, junior secondary academies, kindergartens, and colleges across Kenya.
Administrative Bottlenecks
Common challenges facing Kenyan school directors
Managing term openings and report card deadlines with paper files and manual ledgers drains hours of staff time and creates fee disputes.
Tedious Fee Reconciliation
Bursars spending days manually cross-referencing bank deposit slips and unallocated Paybill codes against student ledgers at term opening.
CBC Report Card Overload
Teachers overwhelmed by manually calculating and formatting formative CBC assessment rubrics across hundreds of student report sheets.
Lost Receipts & Fee Disputes
Parents misplacing paper receipts and arguing over past term arrears, leading to friction and delayed tuition collections.
Recurring Software Lock-In
Foreign education software vendors charging expensive monthly USD subscriptions per student that drain school budgets year-round.
Workflow
How our school portal works in 3 practical steps
Enroll students & classes
Register classes, streams, and student rosters with unique admission numbers, parent contacts, and fee structures per term.
Automatic Paybill reconciliation
Parents pay via Lipa na M-Pesa Paybill using the student admission number. The system verifies payment and sends an instant SMS receipt.
Generate reports & monitor fees
Teachers enter grades to produce instant CBC PDF report cards. Directors monitor real-time school fee balances from any phone or laptop.
Looking for a system to organize your school’s records and fee balances?
We can demonstrate student admissions, automated M-Pesa Paybill tracking, and CBC report card generation tailored to your school’s curriculum.
Features & Outcomes
Engineered for Kenyan school operations
Automated Paybill Fee Tracking
Every M-Pesa Paybill transaction matching a student admission number updates their balance in real time, sending an immediate SMS receipt to parents.
- Zero manual deposit slip matching
- Automatic SMS receipt to parents
CBC Report Card Generator
Teachers enter formative and summative remarks. The system formats clean, standardized PDF report cards with your school crest for printing or WhatsApp dispatch.
- Standard Kenyan CBC rubrics
- One-click batch PDF export
Parent Self-Service Portal
Parents can log in from any phone to view current fee arrears, complete transaction history, academic results, and school calendar notices.
- Transparent fee balance ledger
- Reduces bursar front-desk inquiries
Targeted Bulk SMS Broadcasts
Send broadcast notifications filtered by grade, stream, or fee balance threshold. Notify parents of upcoming term openings and fee deadlines instantly.
- Filter by unpaid balance threshold
- Branded SMS sender identification
Daily Student Attendance & Clinic Logs
Teachers mark class attendance in 30 seconds. Track absenteeism patterns and record sick-bay visits with automated parent alerts.
- Instant unexcused absence alert
- Medical & emergency contact records
Financial Reports for Directors
Directors and headteachers get immediate clarity on total term collections, outstanding fee arrears, and expected cash flow from their smartphones.
- Live collections vs budget targets
- Exportable audit sheets for accountants
Institutions
Who this school portal is designed for
Private Primary Academies
Schools managing Playgroup through Grade 6 CBC assessments, transport routes, and termly tuition.
Junior Secondary Schools
Institutions tracking Grade 7, 8, and 9 pathways, laboratory fees, and national assessment records.
Kindergartens & Daycares
Early childhood centers prioritizing daily parent updates, meal tracking, and monthly tuition billing.
Commercial Training Colleges
Vocational and professional institutes tracking modular course fees, exam registrations, and certificates.
Questions & Answers
Frequently asked questions
How does automated M-Pesa Paybill fee tracking work?
Parents pay school fees through your official Safaricom Paybill number, entering the student’s unique admission number as the account number. Safaricom’s Daraja API sends an instant webhook notification to the school portal, which immediately credits the student’s ledger, updates their balance, and sends an automated SMS receipt to the parent.
Does the system support Kenya Competency-Based Curriculum (CBC) grading?
Yes. Teachers enter formative and summative assessment scores using standard CBC rubrics (Exceeding Expectations, Meeting Expectations, Approaching Expectations, Below Expectations). The system automatically aggregates scores across learning areas and formats standardized, professional PDF report cards featuring your school badge.
Can parents log in to view their child’s fee balance and grades?
Yes. Parents receive a secure login to check current fee arrears, complete transaction history, past academic report cards, attendance records, and clinic logs from any smartphone browser.
Can we send bulk SMS notices to parents by class or stream?
Yes. School administrators can dispatch branded SMS broadcasts filtered by class, stream, fee arrears threshold, or transport route for urgent notices, AGM meetings, or fee reminders.
How do we migrate existing student records and historical balances?
Our Nairobi engineering team handles the data migration. You provide your current student roster and opening balances in Excel or CSV format, and we import, structure, and verify the data before staff training.
How much does a custom school management portal cost in Kenya?
We build school portals on a transparent, one-time development basis with full code and data ownership, eliminating perpetual per-student monthly dollar software subscriptions. Custom school builds typically start from KES 60,000 depending on student enrollment count and required modules.
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School Guide
M-Pesa Fee Tracking & CBC Guide →
In-depth guide on why Kenyan schools are eliminating paper receipts with automated Paybill integration.
Ready to streamline your school’s fee tracking and administration?
Talk to our software engineering team in Nairobi. We will discuss your enrollment size, fee collection workflows, and show you how a custom school portal saves weeks of administrative stress.
Software studio based in Nairobi · Fixed development quote with full system ownership