Finance & people

Fees and payroll,reconciled , not guessed at.

Invoices, M-Pesa payments and payroll all resolve against the same student and staff records, with every payment traceable to a receipt.

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From invoice to receipt
Fee items publishedPer term, per grade, route or boarding status.Structured
Invoice issuedLine items and a due date, tied to one learner.Billed
M-Pesa STK pushParent pays from the portal; status updates live.Paid
Receipt reconciledInvoice marks paid or partial automatically.Reconciled

Money that reconciles itself against the record.

A payment is only useful once it is matched to the right invoice , every path here ends in a reconciled receipt, not a spreadsheet.

Invoicing

Fee structures published before they bill anyone.

Fee items are drafted, reviewed and published by term , with grade, route and boarding rules , before a single invoice goes out.

Draft firstNothing bills until a fee item is publishedRule basedApplies by grade, transport route or boarding status
M-Pesa

A real STK push, not a payment link.

Parents pay straight from their dashboard. Status polls live, and every transaction keeps its own M-Pesa receipt number for the record.

Live statusPending, success or failed , visible as it happensReal receipt numbersEvery payment traces back to Safaricom’s own reference
Overpayment credit

An overpayment becomes a tracked credit, never a loss.

When a payment exceeds what was owed, the excess is held as credit a family can request as a refund or apply automatically to their next invoice.

Refund or reuseThe family chooses , request cash back, or apply it forwardSecond approverA different finance officer signs off before it moves
Payroll & HR

Staff pay, leave and finance share one review.

Payroll runs, leave requests and payment verifications go through the same finance workbench as fees , one place, one standard of review.

Payroll runsStaff payments processed on a consistent cycleLeave requestsReviewed alongside the pay they affect

Every financial adjustment needs a second approver.

A refund or credit is never approved by the person who requested it , a different authorised finance officer reviews it first, and day closes are locked once confirmed. Nothing moves on one person's say so.

See how finance stays in step with attendance and records.

Fees, payroll and every reconciled payment sit on the same learner and staff record as the rest of the school.

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