Schools
Termly fees, parents who pay in parts, and a budget per department.
Fee invoices at the start of term, part-payments all through it, and spending spread across departments that each think they have room in the budget.
Start freeBrightgate Academy
Second term fees · Outstanding by parent
| Parent | Balance |
|---|---|
| Adebayo, O.2 pupils · paid ₦420,000 | ₦180,000 |
| Chukwu, N.1 pupil · paid in full | ₦0 |
| Musa, H.3 pupils · 41 days overdue | ₦675,000 |
| Okafor, B.1 pupil · due in 9 days | ₦300,000 |
The problem
Where the cash gets stuck here.
A school's income arrives in three concentrated bursts a year and its costs arrive every single day. Salaries, diesel, maintenance, exam bodies and suppliers do not wait for the next term's fees to clear.
Fees themselves are rarely paid the way they are invoiced. A parent pays half at resumption and the balance in week six, or pays for two children on one transfer, or pays a round number that matches nothing. Reconciling that against a fee schedule by hand is where bursars lose their evenings.
01
One transfer, two children, three fee lines
A parent sends a single amount covering more than one pupil and more than one item. Matching it to the right invoices is manual every single time.
02
Part-payments with no running balance
Half now and half later is normal. Knowing exactly what is still outstanding per parent, mid-term, usually is not.
03
Departments spending in parallel
Science, sports and maintenance each request funds against a budget nobody is tracking centrally until the term ends.
04
Petty cash that is not petty
Small staff purchases across a term add up to a real number, and it is almost never the number anyone expected.
On Billif
How the same work runs instead.
Fee invoices with a pay-link
Invoice each parent for the term. They pay from the invoice itself, so the payment arrives attached to the thing it settles rather than as an unlabelled transfer.
Part-payments tracked to a balance
A partial payment records against the invoice and leaves a visible balance with its own due date, instead of sitting as an unexplained credit.
A budget per department
Run each department as a project with its own budget. Requests post against it, so a head of department and the bursar are looking at the same number.
Staff claims with receipts
Staff photograph the receipt, AI categorises it, and the claim routes to whoever is allowed to approve it before any funds move.
What you'll use
The parts of Billif this leans on.
Invoicing
Branded invoices, recurring billing, credit notes and POs
- Branded invoices with online pay-links
- Recurring invoices
- Credit notes
Collections and settlement
A funding account, collections in, payouts out, settled to your bank
- A funding account for collections and payouts
- Payments collected against invoices
- Payouts and transfers to bank accounts
Projects and budgets
Set a budget per project and watch it burn down
- A budget per project
- Spend against budget, with remaining balance
- Budget usage as a percentage
Spend and reimbursement
Staff expenses and claims, with receipts and sign-off
- Expense capture with receipts
- AI reads and categorises the receipt for you
- Employee reimbursement claims
Guides for schools
- Running Finance Across Several Companies or Branches
- School Finance Beyond Fees: Department Budgets, Staff Claims and Supplier Bills
- A 13-Week Cash Flow Forecast for Nigerian Businesses
- Billing School Fees by Invoice: Termly Billing, Part Payments and Reminders
- How to Match Bank Transfers to Invoices (and End the 'I've Sent It' Confusion)
Your story could go here
We are collecting stories from schools businesses running on Billif. If that is you, we would like to hear how it changed the work.
Tell us about it