ERPNext Education Case Study: Admissions, Records and Fees in One System

The Challenge

Admissions on paper, fees chased by hand

New admissions came in on paper forms that staff later typed into spreadsheets. Fee dues were tracked in another spreadsheet per campus, so reminders went out late and disputes were common. Student records were scattered across files.

• Admission data was entered twice, on paper then in a spreadsheet.
• Fee dues and receipts were tracked by hand, so collection lagged.
• Each campus kept its own student list with no shared view.
• Parents questioned fee balances the school could not quickly prove.

The Solution

One ERPNext system for students, fees and staff

We set up ERPNext Education with a single student master, program enrollment, fee schedules and online receipts across both campuses. Staff records and payroll moved into the same system.

• One student record from admission through to results.
• Fee schedules raise dues automatically, with clear receipts.
• Both campuses share one view of students and collections.
• Staff records and payroll run in the same system.

How We Delivered

Live before the new term, with fees set up first

We timed the rollout to land before the new term. We moved the student data across, set up the fee structures, and trained the office staff on admissions and collection before the term began.

Go-live took eight weeks across both campuses.

The Outcome

Fees in faster, records in one place

Fee collection sped up by half because dues and reminders are now automatic and receipts are clear. Admission data is entered once, both campuses share one student view, and the office spends far less time on fee disputes.