Financial Management

Use Financial Management to record payments, track expenses, and see clear reports. This guide explains only what you click and see.

Record a payment

1. Open Payments.
2. Select the student.
3. Choose the transaction type (payment, charge, deposit, credit, debit, refund, adjustment).
4. Enter the amount and description.
5. Pick the bank account and payment date.
6. Save.

Tips:

• Use descriptions that explain why the payment or charge was made.
• For refunds, double‑check the amount before saving.

Manage bank accounts

1. Open Bank Accounts.
2. Add a new account and enter its details.
3. Review balances and recent transactions.
4. Mark accounts active/inactive as needed.

Track an expense

1. Open Expenses.
2. Add an expense and enter category, amount, date, vendor, and method.
3. Attach a receipt if available.
4. Save.

Budgets and categories (if enabled)

1. Open Budget settings.
2. Set monthly or annual budgets for categories.
3. Turn on alerts to be notified when close to limits.
4. Adjust budgets when plans change.

Financial dashboard

• Cards show totals (revenue, expenses, balances).
• Charts show trends (revenue over time, expense breakdown, cash flow).
• Tables list details you can sort and filter.

Create a financial report

1. Open Reports.
2. Pick a report type (revenue, expenses, budgets, balances).
3. Choose columns and filters (date range, category, student).
4. Preview and save with a clear name.

Export or share

1. Open a saved report.
2. Export to PDF, Excel, or CSV.
3. Share with your team if your permissions allow.

Collections and reminders

1. Open Collections to see outstanding balances.
2. Filter by age to prioritize follow‑up.
3. Turn on reminders (email/SMS/in‑app) and choose how often to send.
4. Record outcomes after contacting families.

Payment plans

1. Open the student’s account.
2. Create a payment plan with amount and frequency.
3. Review upcoming installments and mark them as paid when received.
4. Update the plan if circumstances change.

Privacy and access

• Only users with permission can see financial data.
• Share reports only with people who need them.
• Keep sensitive information minimal in exports.

Troubleshooting

• If you can’t save a form, check required fields.
• If totals look off, clear filters or adjust the date range.
• If export isn’t available, check your permissions.