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Fees and receipts

Books that balance.
By class, by learner, by term.

Academix is accounting built for private schools, and public schools too. Bill every fee item, receipt every shilling to the right bill and print receipts parents can verify.

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MS

Mlima Secondary School

P.O. Box 214-10100, Nyeri · KRA PIN P051289371K

Official receipt

MAIN-R000214

14 Jan 2027

Received from

Grace Wanjiru (parent)

For learner

Brian Mwangi · Adm. 3317

Amount

KES 32,000.00

M-Pesa · SAB7KQ2M1X

Kenya shillings thirty-two thousand only

Vote headPaid
Tuition6,000.00
Boarding equipment and stores18,500.00
Personal emoluments4,000.00
Repairs, maintenance and improvement2,000.00
Activity1,500.00

Serial no. AX-7K3M-9Q2P-XR4D

Scan to confirm this document is genuine

Powered by Academix Accounting

Trial balance

Operations

Bank: operations1,240,500
Fees receivable486,200
Electricity and water179,700
Fees paid in advance62,000
Capitation: operations1,104,400
Accumulated fund740,000
Total1,906,4001,906,400
BALANCED

16

Ministry vote heads set up for public secondary schools

3

Starter charts: private, public secondary, primary and JSS

5

Statutory deductions worked out on every payslip

0

Posted entries edited. Corrections are reversals.

General software doesn't know what a fee structure is.

Schools bill learners by class and term, give sibling discounts and bursaries, chase arrears by age and, in public schools, run separate Ministry funds. Bursars and accounting firms end up bending small-business software with spreadsheets on the side. Academix starts where schools start.

What schools needGenericAcademix
Termly fee structures and billing runs per classNot built in
Transport, lunch and boarding billed only to the learners who take themManual invoices
Sibling discounts, staff-child rates and bursariesSpreadsheets
One payment spread across a learner's bills by your allocation policyManual journals
Starter charts for private, public secondary and primary/JSS schoolsSet up by hand
Separate funds, each balancing on its own, with interfund entries done for youWorkarounds
Receipts and payments statement (IPSAS cash basis) and vote bookSpreadsheets
Payroll with PAYE, NSSF, SHIF, housing levy and NITASeparate system
Receipts with serial numbers and QR verificationNo

One ledger. Every module posts to it.

Fees, receipts, bank, vouchers and payroll all post through the same engine, so the reports always agree with the books.

01

Fees and billing

Fee items tied to vote heads and income accounts, structures per class and term, and one billing run for the whole school.

  • Optional items: transport, lunch, boarding
  • Discounts, bursaries and sponsors
  • Credit notes and learner statements
02

The receipt desk

Built for the first week of term, when the queue is long. Find a learner, enter the amount, print.

  • Cash, cheque, bank and M-Pesa
  • Oldest-first, priority or proportional allocation
  • Overpayments held as prepaid fees
03

Bank and reconciliation

Import the bank statement CSV, let Academix match it, and post the bank charges in one click.

  • Uncredited receipts and unpresented cheques
  • Reconciliation statement to sign and file
  • Transfers between funds and accounts
04

Vouchers and vote book

Payment vouchers that go to the principal for approval, with the vote balance shown before anyone signs.

  • Prepared by, approved by, paid by
  • Budget, spent, committed and available
  • Tuition and infrastructure only by cheque or EFT
05

Payroll

BoM and private-school staff, with the statutory deductions worked out and posted to the right liabilities.

  • PAYE, NSSF, SHIF, housing levy, NITA
  • Payslips on letterhead
  • Remittances tracked until paid
06

Reports and statements

Trial balance, ledgers and the annual statements, from the same books, filtered by fund or campus.

  • Receipts and payments (IPSAS cash basis)
  • Income and expenditure, financial position
  • Fee balances by age, collections
Private schools

Every fee billed and every shilling found.

  • Fee structures by class, with transport, lunch and boarding for those who take them
  • Sibling discounts and bursaries, arrears cleared first
  • Collections and fee balances by class and by age, every day
  • Several campuses, one set of books, separate receipt series
How private schools use Academix
Public schools

Know where every fund stands.

  • Tuition, Operations, Infrastructure and Boarding funds with Ministry vote heads
  • Approve vouchers and payroll with the vote balance in front of you
  • Monthly trial balance and bank reconciliation without a weekend of spreadsheets
  • IPSAS receipts and payments statement for the auditor
How public schools use Academix
Accounting firms

All your client schools behind one sign-in.

  • Switch between client schools without separate logins
  • Schools give your accounting firm a role and can withdraw it any time
  • Same chart, same reports, same close routine for every client
  • Every change you make is in the school's audit log
Academix for accounting firms

Several campuses, one set of books.

Private school groups run every campus in one Academix account. Each campus keeps its own receipt series, bank accounts and fee structures, staff can be kept to their own campus, and the director sees one campus or the whole group.

How multi-campus schools use Academix
  • Main campus, RundaMAIN-R000001…KES 4.86M
  • Karen campusKAREN-R000001…KES 2.61M
  • Junior school, RuakaRUAKA-R000001…KES 0.95M

A parent portal, so parents serve themselves

Parents sign in to see their children's fees for themselves: what is owed on each bill, every payment the school has recorded, and how to pay. Fewer calls to the accounts office, fewer queues at the window.

  • The balance, always current

    Each bill line by line: tuition, lunch, transport, what is paid and what is left.

  • Every receipt

    Print any receipt on the school's letterhead, with a QR code anyone can check.

  • Statements on demand

    No more asking the bursar for a statement before a bursary interview.

  • Invited by the school

    The bursar sends a link by SMS, WhatsApp or email. One login covers all of a family's children.

AcademixParent portal

Wanjiru Kamau

Hillcrest Academy · Grade 5 · Adm. 2291

Fee balance to pay

KES 58,900.00

Term 1 fees

How to pay

Paybill

522533

Account

2291

Receipts

MAIN-R000214M-Pesa · 12 Jan12,000.00
MAIN-R000198Bank · 2 Dec30,000.00

Accounting firms: bring your schools.

If you keep the books of several schools, the Accounting Firm Package gives your team one workspace for all of them and pricing across your whole portfolio. Offer your clients better books, and run every school the same way.

See the Accounting Firm Package
  • One sign-in across every client school
  • An accounting firm package priced across your whole portfolio
  • The same month-end routine for every client
  • Help moving each new client school across

Every document carries a serial number and a QR code.

Receipts, invoices, vouchers, payslips and statements print as official A4 documents with your crest and letterhead. Parents, auditors and banks scan the code to confirm the paper is genuine, and see at once if it was reversed, cancelled or replaced.

  • School crest and letterhead

    On every page, with page numbers

  • ORIGINAL and COPY stamps

    Reprints are counted and marked

  • Reversed means reversed

    The QR check shows it at once

  • A register of every document

    Searchable by serial, number or name

academix verification

Genuine document

Issued by the school and still in force

School
Mlima Secondary School
Document
Official receipt
Number
MAIN-R000214
For
B. Mwangi (Adm. 3317)
Amount
KES 32,000.00
Serial
AX-7K3M-9Q2P-XR4D

Built so the books can't quietly change.

The controls auditors look for, switched on from day one.

Reversals, never edits

A posted entry is corrected by reversing it, so the trail stays complete.

Maker and checker

Whoever prepares a voucher or payroll cannot approve it.

Closed periods

Close a month and nothing more posts into it.

Append-only audit log

Who did what, when and from where, for every action.

Two-factor sign-in

Authenticator codes, recovery codes and session timeouts.

Roles that fit a school

Owner, principal, bursar, clerk, accountant and auditor.

Asked by bursars and partners

Does it follow the Ministry of Education vote heads?

Yes. Public secondary schools start with the Tuition, Operations, Infrastructure and Boarding funds and their vote heads; primary and JSS schools start with the FPE accounts (SIMBA, GPA, SNE, school feeding). You can add your own.

Can parents see their balance themselves?

Yes. The school invites parents to the parent portal, where they see each child's bills, balance, receipts and statement, and the school's paybill and bank details. One login covers all of a family's children.

Does it handle schools with several campuses?

Yes. Campuses sit under one school account, each with its own receipt numbers, bank accounts and fee structures. Reports show one campus or the whole group.

Can parents pay by M-Pesa?

Yes. Bursars record M-Pesa, bank, cheque and cash payments at the receipt desk, and bank statements import from CSV for matching. Automatic M-Pesa collection is on the way.

Is it for private schools or public schools?

Both, and private schools come first. A private school gets one general fund with departments, accrual accounting, fee items such as transport and lunch, sibling discounts and bursaries, and income and expenditure statements. A public school gets the Ministry funds and vote heads and IPSAS statements.

Can our auditors and accountants get access?

Invite them with the auditor role (read-only) or the accountant role. An accounting firm can be given access across all the schools it serves.

How do we move from our current system?

Import learners from Excel, bring in fee balances as opening credits or charges, and enter opening fund balances as a journal. You can be receipting on your first day.

Where is our data kept?

On Academix servers, with sign-in secrets encrypted and every session timed out when idle. Each school's books are separate, and every action is recorded in an audit log that cannot be edited.

Your next trial balance, done before the board meeting.

Start with your chart of accounts, vote heads and fee structures already set up for your type of school. Thirty days free, no card.

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