The whole accounts office, in one set of books.

Starter charts for your type of school

Public secondary, public primary and JSS, or private, with the right funds and vote heads.

Fiscal years and monthly periods

July to June for public schools, or any year you choose. Close a month and nothing more posts into it.

Journals with reversals

Manual journals for adjustments; corrections are reversals, so history is never rewritten.

Funds or departments

Ministry funds and vote heads for public schools; one general fund with departments for private schools.

Fee items on vote heads

Each item knows its income account, fund and vote head, so billing posts straight to the right place.

Fee structures per class and term

Day and boarding categories, plus optional items like transport, lunch and trips per learner.

Discounts, bursaries and sponsors

Sibling discounts, CDF, county and scholarship sponsors handled as their own lines.

Credit notes and statements

Reduce a bill properly, and print a learner's statement for any period.

Every way parents pay

Cash, cheque, bank deposit and M-Pesa, each to the right bank or cash account.

Allocation your way

Oldest bills first, a vote-head priority order, or spread in proportion to what is owed.

Overpayments and credit

Extra money is held as fees paid in advance and used on the next bill automatically.

Reversals with a reason

A bounced cheque is reversed, the learner owes again, and the QR check shows the receipt as reversed.

Own receipt series

Each campus numbers its receipts and invoices with its own code, like KAREN-R000123.

Own bank accounts and fees

Link bank accounts and paybills to a campus, and set a fee structure per campus where prices differ.

Staff kept to their campus

A bursar at one campus sees and receipts only that campus's learners.

One campus or the whole group

Trial balance, statements, fee balances and collections for either.

Invited by the school

The bursar creates a link from the learner's page and sends it by SMS, WhatsApp or email.

Balance and bills

Every bill line by line, what is paid and what is still owed.

Receipts and statements

Printed on the school's letterhead with a serial number and QR code.

How to pay

The school's paybill, with the admission number as the account, and its bank details.

Statement import

Upload the bank's CSV; Academix matches lines to receipts and payments.

Bank-only items

Post bank charges and interest straight from the statement.

Reconciliation statement

Uncredited receipts and unpresented payments, ready to sign and file.

Transfers

Between accounts and between funds, with the interfund entries done for you.

Payment vouchers

Prepared by one person, approved by another, then paid by cheque, EFT, M-Pesa or cash.

Restricted funds

Tuition and infrastructure money can only leave by cheque or EFT.

Budget and vote book

Budget, spent, committed and available for every vote head, shown when approving.

Suppliers and bills

Record what you owe and pay it in part or in full.

Statutory rates by date

PAYE bands and relief, NSSF tiers, SHIF, housing levy and NITA, applied by pay date.

Allowances and deductions

Taxable and non-taxable allowances, SACCO and loan deductions.

Approve, post, pay

Approved by someone other than the preparer, posted to expense and liability accounts, remittances tracked.

Payslips

On the school letterhead, one per page, each with its own serial number.

Statements

Receipts and payments (IPSAS cash basis), income and expenditure, financial position.

Working reports

Trial balance, account ledgers, fee balances by age, collections by method and vote head.

Verifiable printouts

Serial number and QR code on every document; a public page confirms it is genuine.

Audit trail

Every action by every user, kept and never edited.