Why this module
The issue isn't just collecting money. It's all the work around it: creating invoices, checking messages, reconciling payments and answering questions about balances.
Fee records in one system, payment confirmations in another, spreadsheets somewhere else.
Every payment has to be identified, matched and recorded against the right student.
When balances aren't current, follow-ups take longer and parents get mixed answers.
What you can do
Give your team the tools they need, while removing the repetitive work that gets in the way.
Tuition, transport, lunch and one-off charges are set up once as fee items and grouped for the term. Next term, you reuse them.
Each fee is priced the way it's charged.A flat fee, a choice of prices such as bus routes, or a per-unit charge such as uniform sets.
Prices follow the stage.Grade 1 and Grade 8 tuition can differ without two separate fee items.
Discounts are recorded, not deducted quietly.A discount sits on the guardian and lands on the matching invoice line automatically, so the parent sees what was granted.
Admit a student and the term's fees are billed in the same step, from the fee groups you mark as defaults. Every other invoice starts from the same groups.
Mid-term admissions are handled.A student who joins in week four is invoiced on admission, on the same fee structure.
Groups fill the invoice for you.Pick 'Term 3 fees' and its items appear as lines. Add a one-off charge if you need to.
Guardians hear about it the same day.A new invoice notifies the guardian, and it is in their portal straight away.
Payments run through your school's own paybill on Safaricom's Daraja API. Elimu Bora posts each one to the right invoice and updates the balance.
Paybill payments post on their own.A parent who pays with the invoice number or the student's admission number as the account is matched without anyone keying it in.
Your bursar can send a payment prompt.The bursar sends an M-Pesa request from the invoice, and the parent approves it on their own phone.
Cash, cheque and bank transfers still fit.Record them against the same invoice. Cheques stay pending until they clear, and a receipt is emailed when a payment clears.
Every invoice and payment for a student sits on one record, so a balance question takes seconds, not an afternoon.
A statement for any date range.Download it as PDF or Excel, with payments per invoice, wallet activity and prepaid amounts.
Guardians see the same numbers.Their read-only view shows invoices, payments and the wallet balance, and they can download the statement themselves.
Invoices are never quietly edited.Once issued, an invoice stays as it was. A correction is a new invoice, so the history always adds up.
Who uses this module
Each role sees what their job needs and nothing else.
Bursar
The full finance desk: fee items, invoices, payments, discounts, wallets and prepaid funds.
Principal / Director
Manages invoices and payments when needed, and reads the rest of finance.
Guardian
A read-only view of their own children's records. No access to anyone else's.
A term, start to finish
Before term opens
Review the term's fee items and groups and update any prices. Done once, reused all term.
Week 1
Raise each student's invoice from your fee groups, or import them. New students are invoiced as they're admitted.
Weeks 2 to 11
Payments post as they arrive. Overdue invoices are flagged each morning, so the bursar works a list instead of building one.
Closing week
The Fee Collection Summary and Outstanding Balances are a download away, in PDF or Excel.
Financial Management uses the core school information already maintained in Elimu Bora, so your team isn't entering the same data twice.
Every teacher, bursar and guardian, with the role that decides what they can see.
Financial Management needs it for: who may record a payment, and which guardian hears about which invoice.
Curriculum stages, grade levels and streams, pre-loaded for CBE and 8-4-4.
Financial Management needs it for: tuition can be priced per curriculum stage.
Terms pre-loaded from the Ministry calendar, one active at a time.
Financial Management needs it for: every invoice belongs to a term.
Fees, invoices, payments, wallets and prepaid funds for every student.
Reads all three, so every invoice knows who it's for, what they owe and which term it covers.
Financial Management FAQs
What schools ask about Financial Management before they switch.
Yes. Elimu Bora connects to your school's paybill through Safaricom's Daraja API with your own credentials, so the money goes straight to your account. Payments made with the invoice number or the student's admission number as the account post to the invoice automatically.
No. They pay from their M-Pesa menu as usual, or approve a prompt your bursar sends to their phone. Logging in is for checking invoices, payments and statements.
A discount is held on the guardian for a specific fee item, as a percentage or a fixed amount, with start and end dates. It's applied to matching invoice lines automatically and shows on the invoice. Payments from a sponsor, such as a government bursary or an NGO, can be tagged to that sponsor for reporting.
Mark it bounced. The payment is reversed, a penalty line is added to the invoice for the amount you set, and the guardian is notified.
Yes. Invoices can be imported from a spreadsheet, so what families already owe is on record from your first day.
Spending outside fees, such as the canteen. The school credits it, records spending against it, and guardians are notified on each change and when the balance runs low. Wallets don't pay invoices: fees paid in advance are held separately, against the fee they're for.
Set up your school in minutes and run your first term free.
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