1. A verbal agreement
If the price, discount and due date are not in a contract, they cannot be proven in a dispute. Every pupil needs a contract.
Guide
7 mistakes in tracking school fees and debt
In a private school, debt usually comes not from parents refusing to pay but from disorder in the books: agreements without a contract, separate Excel sheets and late reminders. Here are seven common mistakes and how to fix them.
2. Books scattered across Excel
The accountant has one sheet, the director another. Without one source of who paid, errors are certain.
3. Monthly charges written by hand
Charging each pupil by hand takes time and someone is missed. Charges should come from the contract automatically.
4. Discounts are not recorded
If nobody records who gave a discount, why and for how long, year-end revenue cannot be explained.
5. Debt is noticed late
Debt should be visible every day, not at month end: who owes, how much and since when.
6. Parents do not know their balance
When a parent can see what was paid and what remains, there are fewer questions and misunderstandings.
7. Cash desk and reports kept apart
If cash and bank receipts are not in one report, daily takings are hard to check.
Putting it in order
- 1Gather every pupil’s contract and payment schedule in one place.
- 2Set monthly charges to be generated from the contract.
- 3Give the right to grant discounts and write off debt to specific roles.
- 4Review the debtor list every week.
Frequently Asked Questions
What is the simplest way to cut debt?
See it early and remind the parent on time. That needs the books in one system, updated daily.
Who should see financial data?
Only roles with finance access. In iqbola the finance section is visible only to those roles.
Where does a parent see the payment status?
In the parent app: payments and the remaining balance.
How does iqbola handle monthly charges?
Charges are generated from the contract automatically; discounts, the cash desk and debt are in one place, and reports can be exported.