A fast receipt desk
Find the learner by name or admission number, enter the amount, print. Cash, cheque, bank and M-Pesa, each with its own receipt series.
Every fee billed, every shilling found, every term.
Academix is built first for private schools: fee items by class and route, sibling discounts and bursaries, arrears chased by age, several campuses in one set of books, a parent portal, and accounts a director can read at a glance.
Fees the way your school charges them
Set the fee structure once per class and term. Optional items are billed only to the learners who take them, and one billing run invoices the whole school.
- Tuition, admission, exams, lunch, boarding, activities and uniform as fee items
- Transport at each learner's route rate, billed only to those who use it
- Sibling discounts, staff-child rates and bursaries, kept apart from fee income
- Arrears from last term carried forward and cleared first
- Credit notes when a learner drops an item halfway through the term
Grade 5, Term 1
INV-000412 · Adm. 2291| Tuition | 48,500.00 |
| Lunch | 9,800.00 |
| TransportRoute 3: Ruaka and Banana | 12,600.00 |
| Swimming and clubs | 3,500.00 |
| Exams and assessment | 2,700.00 |
| Sibling discountSecond child, 5% of tuition | (2,425.00) |
| Balance brought forwardFrom last term | 25.00 |
| Total for the term | 74,700.00 |
Several campuses, one set of books
Most private schools grow into more than one campus: a junior school down the road, a new branch in another town. Academix runs them as one school with one set of books, and still keeps each campus apart.
Own receipt series
Each campus numbers its receipts and invoices with its own code, like KAREN-R000123.
Own bank accounts
Link a bank account or paybill to each campus and reconcile it on its own.
Own fee structures
Share fee items across the school and set different prices where a campus charges differently.
Staff kept to their campus
A bursar at one campus sees and receipts only that campus's learners.
Reports both ways
Trial balance, statements, fee balances and collections for one campus or the whole school.
One view for the director
Compare campuses side by side without merging spreadsheets.
Collections this term
All campuses| Campus | Collected, KES | |
|---|---|---|
| Main campus, Runda612 learners | 4,860,500.00 | |
| Karen campus384 learners | 2,611,000.00 | |
| Junior school, Ruaka171 learners | 948,500.00 | |
| Whole school | 8,420,000.00 |
Run the school like the business it is
Everything the accounts office does, posted to one set of books that a director, an auditor and the bank can trust.
Statements parents understand
A learner statement shows every invoice, payment and discount, printed on your letterhead with a QR code parents can check.
Bank and M-Pesa reconciled
Import the bank statement CSV, match it to receipts, and find the payments that came in without a name.
Approved payments
Supplier bills and payment vouchers go to the director or principal before money leaves, with the department budget in view.
Teachers and staff payroll
PAYE, NSSF, SHIF, housing levy and NITA worked out, payslips on letterhead, and remittances tracked until paid.
Accounts for the bank and KRA
Income and expenditure, statement of financial position and trial balance on the accrual basis, ready for your auditor.
For the director and the board
Owners and directors see the money without waiting for month end, and nothing moves out of the bank without an approval.
A dashboard of the money
Collections this term, fee balances by class and by age, and spending by department.
Maker and checker
Whoever prepares a voucher or the payroll cannot approve it.
Nothing changes quietly
Posted entries are corrected by reversing them, and an audit log records who did what.
Receipts that can't be faked
Every receipt carries a serial number and QR code. A parent, or you, can check it is genuine.
Fee balances by age
This termKES 1,120,400
Last termKES 512,900
Two terms agoKES 238,700
OlderKES 88,000
Collected this term
KES 8.42M
Still owed
KES 1.96M
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
Works with your accounting firm
Many private schools have their books kept by an accounting firm. Give the firm a role on your books, see every change it makes in the audit log, and withdraw access whenever you like.
Asked by private schools
Do we have to use the Ministry's funds and vote heads?
No. A private school starts with one general fund and departments such as academics, transport, catering, boarding and administration. You can rename them or add your own.
Can we bill transport by route and lunch only for some learners?
Yes. Optional items are billed only to the learners who take them, and each learner's transport is billed at the rate for their route.
Can parents check their own balance?
Yes. Invite them to the parent portal from the learner's page. They see the bills, balance, receipts and statement for their own children only, and the school's paybill and bank details.
How do parents pay?
However they pay today: M-Pesa paybill, bank deposit, cheque or cash. The bursar records the payment at the receipt desk and Academix spreads it across the learner's bills. Bank statements import from CSV for matching. Automatic M-Pesa collection is on the way.
Is it accrual accounting?
Yes. Fees are income when billed, unpaid fees are receivables and overpayments are held as prepaid fees, so the income and expenditure statement and the balance sheet are right every month.
We have two campuses. Is that one subscription?
Yes. Campuses sit under one school account, each with its own receipt series and bank accounts, and the reports can show one campus or the whole group.
How do we move across mid-year?
Import learners from Excel with their fee balances, enter your opening balances as a journal, and start receipting the same day.
Open the new term with every fee already billed.
Start with your chart of accounts, vote heads and fee structures already set up for your type of school. Thirty days free, no card.