School Accounts & ERP on a Real Double-Entry Ledger
Every receipt, vendor bill, and payroll voucher in one unified set of books. Fee collection, statutory PF/ESI, approval ladders, and instant audit packs โ engineered for Indian K-12 institutions.
Trusted by Leading Schools & Educational Trusts Across India
The Real Problems Every School Office Battles Daily
Most school software is just an attendance tracker with a glorified receipt printer. Stoodent solves the deep financial leakage and accounting headaches principals face.
โStill running your books on disconnected spreadsheets and Tally?
Fee receipts live in one system, vendor bills in physical folders, and payroll in Excel. At year-end, your auditor takes 3 months just to reconcile balances.
A native double-entry ledger engine that automatically maps fee heads, contra bank deposits, and salaries into an audit-ready Trial Balance and Balance Sheet.
โReceipt cancellations and unauthorized bill edits slipping through?
Cashiers canceling fee receipts after parents leave or admin staff paying inflated vendor invoices without management clearance leads to quiet revenue loss.
Configurable approval ladders by amount. Bills under โน15,000 can be cleared by the Accountant; higher sums require the Principal or Correspondent. Full immutable audit trail.
โManaging multiple school branches with fragmented software?
Trustees and correspondents have zero real-time visibility into overall trust cashflow, branch-wise deficits, or capital expenditure across institutions.
Multi-branch trust consolidation. Switch between campuses in one click, run centralized vendor contracts, and view combined balance sheets in real time.
Robust School Accounting Built from the Ground Up
Engineered from real-world school accounts workflows. Click through each module to see how Stoodent gives you complete control over every rupee.
Fast Fee Collection & Instant Receipt Printing
Collect school tuition, transport, and lab fees in under 5 seconds. Print thermal or A4 receipts instantly with automated WhatsApp notifications to parents.
- โ Batch Demand Generation: Raise term fees across the whole school roster in one single click.
- โ Class-wise Outstanding Tracker: Spot defaulters, track dues by term, and send automatic reminder alerts.
- โ Brought-Forward Balances: Carry forward previous year's unpaid dues or student advances seamlessly.
- โ Concessions & Sibling Discounts: Multi-tiered approval workflow for scholarship and staff concessions.
- โ Cheque/DD Clearing: Track realization statuses and bounce entries with automatic ledger contra.
| Student / Class | Head | Amount | Status |
|---|---|---|---|
| Aarav Sharma (VIII-B) | Tuition + Bus | โน 24,500 | Paid (UPI) |
| Diya Patel (IV-A) | Term 1 Tuition | โน 18,000 | Paid (Cash) |
| Rohan Verma (X-C) | Lab + Annual | โน 12,200 | Cheque In-Clear |
Vendor Bills, Petty Cash & Approval Ladders
Eliminate unauthorized expenditures. Capture every vendor bill with GST verification, manage daily petty cash floats, and enforce strict threshold-based approval hierarchies.
- โ Approval Ladders by Amount: Set limits (e.g., up to โน10k Accountant, up to โน50k Principal, above Correspondent).
- โ Comprehensive Vendor Master: Track credit terms, TDS deductions, payment history, and pending balances.
- โ Petty Cash Replenishment: Controlled imprest system for day-to-day campus maintenance expenses.
- โ Bill Edit & Cancel Guardrails: No invoice can be modified or deleted without supervisory sign-off.
| Vendor / Purpose | Amount | Required Level | Action |
|---|---|---|---|
| Apex Science Labs Lab Equipment |
โน 85,000 | Principal | Approved |
| City Printers Annual Exam Papers |
โน 32,400 | Accountant | Voucher Passed |
Genuine Double-Entry Core Engine
Not a dumb spreadsheet or toy ledger. Stoodent is powered by a high-integrity double-entry accounting engine (`packages/ledger`) that any Chartered Accountant can inspect with complete confidence.
- โ Full Chart of Accounts: Customizable school account groups (Assets, Liabilities, Incomes, Expenditures).
- โ Voucher Register: Every transaction posted as Receipt, Payment, Contra, or Journal adjustment.
- โ Dynamic Day Book: Real-time chronological view of all debits and credits posted today.
- โ Instant Trial Balance: Drill down from summary group straight to the original transaction voucher.
| Account Head | Group | Debit (โน) | Credit (โน) |
|---|---|---|---|
| Fee Collection A/c | Direct Income | โ | 2,15,00,000 |
| HDFC School Current A/c | Bank Accounts | 1,84,50,000 | โ |
| Staff Salaries A/c | Indirect Expense | 68,20,000 | โ |
Bank Accounts, Cash Books & Auto-Reconciliation
Connect multiple bank accounts, track inter-account contra transfers, and reconcile bank statements in minutes without manual tallying errors.
- โ Bank Book & Cash Book: Dedicated digital ledgers for all institutional cash and bank operations.
- โ Bank Reconciliation Statement (BRS): Match bank feeds against un-cleared cheques and incoming RTGS.
- โ Contra Entries: Instant accounting when depositing fee cash into the bank or withdrawing petty cash.
- โ Cheque Return Management: Automatic reversal voucher generation upon cheque bounce.
| Date | Transaction Particulars | Type | Amount |
|---|---|---|---|
| 14 Oct | Daily Cash Fee Deposit to HDFC | Contra | โน 3,50,000 |
| 13 Oct | NEFT Vendor Payment (Books) | Payment | โน 48,200 |
Statutory Staff Payroll: PF, ESI & Professional Tax
Run staff salaries for hundreds of teachers, bus drivers, and administrative personnel in under 10 minutes. Fully compliant with Indian labor regulations.
- โ Salary Structure Templates: Basic, DA, HRA, Allowances, and custom school deductions.
- โ Statutory PF & ESI Computation: Generates ECR-ready sheets and statutory challan registers.
- โ State-wise Professional Tax (PT): Pre-built tax slabs for Maharashtra, Karnataka, Tamil Nadu, etc.
- โ Staff Advances & Loans: Automatic EMI deduction directly during monthly salary processing.
| Staff Name / Designation | Gross | PF + PT | Net Pay |
|---|---|---|---|
| Mrs. Sunita Rao (PGT Maths) | โน 54,000 | โน 4,320 | โน 49,680 |
| Mr. Rajesh Nair (TGT Science) | โน 42,000 | โน 3,460 | โน 38,540 |
One-Click Audit Pack & Balance Sheets
No more stressful audit seasons. Stoodent compiles the entire financial year into a single auditor-ready pack with supporting registers, opening balances, and fixed asset schedules.
- โ Complete Audit Pack: One-click export with General Ledger, P&L, Day Close, and Receipt Books.
- โ Fixed Asset Depreciation: Straight-line and WDV depreciation schedules for school buses, IT, and labs.
- โ Financial Year Close & Lock: Lock books after audit sign-off to prevent backdated record tampering.
- โ Budget vs. Actual Variance: Monitor departmental expenditure against approved annual trust budgets.
| Report Module | Period | Format | Verification |
|---|---|---|---|
| Income & Expenditure Statement | FY 2025-26 | PDF / Excel | Ready |
| Balance Sheet (Assets & Liabilities) | As on 31 Mar | Standard ICAI | Balanced |
Complete School ERP Modules for Every Department
From admissions and student attendance to GPS transport tracking and exams โ manage your whole school ecosystem on a unified, high-performance platform.
Online Admissions & Enrollment CRM
Capture student inquiries, sell digital application forms, manage document uploads, conduct entrance exams, and convert admitted students straight into the fee register without duplicate data entry.
Module #1 ยท Integrated with FeesSmart Attendance
Biometric devices and teacher mobile app integration with automatic SMS/WhatsApp alerts to absentees' parents.
Module #2 ยท Real-TimeExaminations & Report Cards
CBSE/ICSE compliant report card generator, grade book calculations, subject marks entry, and instant digital result publishing.
Module #3 ยท Board ReadyTransport & GPS Tracking
Bus route management, student stop allocation, live GPS vehicle tracking on parent app, and driver license tracking.
Module #4 ยท Route OptimizingParent Mobile Portal & Digital Fee Pay
Dedicated iOS and Android apps for parents to review attendance, exam progress, school circulars, home assignments, and pay school term fees via UPI, Credit Card, or Netbanking in seconds.
Module #5 ยท iOS & Android AppsLibrary Management
Barcode book cataloging, student issue/return tracker, overdue fee calculation, and inventory book audit.
Module #6 ยท Barcode ScannerTimetable Generator
Conflict-free class schedule generator, teacher substitution engine, and room allocation system.
Module #7 ยท Auto-SchedulingUnified Communication
Broadcast emergency announcements, class homework, and holiday notices via official WhatsApp API and push notifications.
Module #8 ยท Multi-ChannelHostel & Mess Ops
Room assignments, mess attendance, visitor logs, and boarding fee management for residential campuses.
Module #9 ยท ResidentialSchool Inventory & Stock
Manage uniform, bookshop, stationery, and laboratory assets with automated low-stock purchase orders.
Module #10 ยท Supply ChainGet Started in 3 Simple Steps
Switching school software is usually a nightmare. Our dedicated data migration team ensures your school goes live without missing a single student payment.
Free Demo & School Setup
Schedule a personalized walkthrough. We set up your school profile, academic year, campuses, and role permissions within 24 hours.
Historical Data Migration
Hand over your student rosters and opening balances. Our finance engineers import all records and verify that your ledgers match to the penny.
Staff Training & Go-Live
We conduct hands-on training for cashiers, accountants, and principals. Start collecting fees and tracking accounts smoothly from Day 1.
A Financial Dashboard Principals Actually Love to Use
Say goodbye to cluttered legacy screens from the 1990s. Stoodent delivers a clean, modern, ultra-responsive interface designed for speed and insight.
What School Leaders Say About Stoodent
Read how principals, chief accountants, and correspondents transformed their school offices with Stoodent.
โBefore Stoodent, fee collection was chaotic during admission rush. Cashiers made receipt mistakes, and our Tally books never agreed with bank statements. Stoodent balanced our books automatically and cut queue times by 70%.โ
โThe multi-step expense approval ladders completely stopped unaccounted petty cash leakage. As Chief Accountant, having trial balances and PF/ESI payroll ready on the 1st of every month has made audit season stress-free.โ
โWe run 4 schools under our charitable trust. Stoodent Pro gives me a consolidated dashboard on my phone. I know exactly how much each campus collected today and where expenses stand without calling four accounts clerks.โ
Transparent Pricing Built for Every School Size
No hidden setup fees. No surprise per-receipt charges. Choose the plan that aligns with your school's student strength.
Basic
- โ Student Admissions & Roster Management
- โ Fee Collection & Instant Receipt Printing
- โ Vendor Bill Recording & Expenses
- โ Bank & Cash Accounts Tracking
- โ Cash Book, Day Close & Receipt Register
- โ All Core ERP Modules Included
Standard
- โ Everything in Basic, plus:
- โ Double-Entry Ledger & Trial Balance
- โ Voucher Register & Daily Day Book
- โ Balance Sheet & Profit & Loss
- โ Bank Statement Reconciliation (BRS)
- โ Staff Payroll & Salary Advice Slips
- โ One-Click Auditor Pack Export
- โ Year-End Financial Close & Lock
Pro
- โ Everything in Standard, plus:
- โ Multi-Branch Trust Consolidation
- โ Multi-Step Bill Approval Ladders
- โ Statutory PF, ESI & Professional Tax
- โ Fixed Assets & Depreciation Schedules
- โ Annual Budget vs. Actuals Tracking
- โ Custom Roles & Granular Permissions
- โ Immutable System Audit Log
Built for Every Role in Your School Hierarchy
From the trust correspondent to the frontline cashier, each team member gets a focused, distraction-free view with strict permission boundaries.
Correspondent
The school owner/trustee. Complete authority across all campuses, macro financial audits, and trust bank accounts.
Principal
Oversees campus operations, approves high-value vendor bills, reviews academic analytics, and sanctions fee concessions.
Accountant
Posts journal vouchers, monitors general ledgers, reconciles bank accounts, manages vendor payables, and prepares trial balances.
Cashier
Streamlined terminal to search students, accept fee installments, print receipts, and reconcile the daily cash drawer.
HR & Payroll
Manages teacher profiles, biometric attendance logs, monthly salary processing, staff loans, and statutory PF/ESI records.
Office Administrator
Handles student admissions, class promotions, transport routes, circular distribution, and inventory stock tracking.
Auditor
Secure, read-only login for external Chartered Accountants to inspect books, vouchers, and export ICAI-compliant schedules.
Custom Role Builder
Create tailor-made roles like Director, Trustee, or Department Head by toggling over 80+ granular permissions.
Frequently Asked Questions
Everything you need to know about migrating your school's accounts, security, and ERP modules to Stoodent.