School fees management software for Kenyan schools
One ledger per learner, from the fee structure to the last receipt. ShuleTop invoices every learner, splits each payment across vote heads, keeps balances right and lets you remind parents by SMS — no more fee spreadsheets.
On the next page, tap “Create your school's account”. No card or payment needed to start.
The whole fees cycle in one place
Fee structures
Per term and per class, with vote heads and separate day and boarding items.
Invoices
Invoice a whole class at once, plus debit and credit notes for the exceptions.
Receipts
Record M-Pesa, bank, cash, bursary or payment in kind; the payment is split across vote heads automatically and a receipt is issued.
Balances and statements
Every learner’s statement and balance, always up to date, carried forward into the new year.
Corrections done right
Reverse, transfer or reallocate a payment instead of editing numbers by hand.
Fee reminders
Fee reminder and arrears SMS with each learner’s own balance, plus an optional SMS receipt.
More than fees: the school’s whole finance office
- Expenses: suppliers, LPOs, payment vouchers and supplier balances.
- Payroll: basic salary with allowances and deductions, and payslips.
- Accounts: bank and cash accounts, the cashbook and a trial balance.
- Inventory: stock items, movements, valuation and low-stock reports.
- Transport: routes with one-way or two-way prices, vehicles, and transport invoices.
- Reports that export to Excel.
Why schools move off the spreadsheet
A spreadsheet works for one class and one term. It breaks when a parent pays half the fees by M-Pesa in two instalments with a bursary in between, when three people edit the same file, or when the laptop it lives on is lost. Read how to stop managing school fees on a spreadsheet.
Only the right people see the money
The admin decides who works in finance — the bursar, a finance clerk — and everyone else is kept out. Parents can be told their balance by SMS, and the balance can appear on the report form if your school wants it to.
Frequently asked questions
Does ShuleTop connect to M-Pesa automatically?
Not yet. The bursar records each payment — M-Pesa, bank, cash, bursary or payment in kind — and ShuleTop does the rest: it splits the payment across vote heads, issues the receipt and updates the balance. Automatic M-Pesa matching is not available today.
Can we send fee reminders to parents?
Yes. Pick a class or the whole school and send a fee reminder or arrears notice by SMS; each message includes that learner’s own balance. SMS costs KES 1 per message. See our fee reminder SMS templates.
Does it handle day scholars and boarders?
Yes. Fee structures are set per term and class with vote heads, and can have separate day and boarding items.
Who can see the finance records?
Only the people the admin allows: the bursar and finance clerks, for example. Teachers don’t see finance unless they are given access.
Can we export to Excel?
Yes. Finance reports export to Excel for the board, auditors or the accountant.
On the next page, tap “Create your school's account”. No card or payment needed to start.