Tuition and accounts receivable
Set up fees, student or family charges, discounts, scholarships, installments, payment status, receipts, statements, and collection follow-up.
Skoolee finance and operations
Connect the services and financial processes that keep the school running.
Skoolee extends the student and family record into tuition, receivables, payroll, accounting, transportation, medical, library, e-store, activities, and other operational services—without separating those functions from the wider school context.
- Student-linked receivables
- Operational service records
- Role-based financial access
- Integrated reporting
Selected schools, universities, and organizations working with White Mountain Technologies.
Overview
Give operational teams the same trusted institutional context used by the rest of the school
Finance and school-service teams often maintain separate records for fees, payments, buses, medical information, library transactions, store activity, payroll, and accounting. When these records are disconnected from enrollment, family relationships, classes, and user roles, staff spend time reconciling identities and producing reports from incomplete information.
Skoolee connects operational modules to the relevant student, family, staff, academic, and organizational records while preserving appropriate access boundaries. A finance user does not need academic editing rights, and a teacher does not need payroll access. Each team works within its responsibility while the institution benefits from consistent identities and structures.
The exact operational scope depends on the school’s existing finance systems, policies, local requirements, and integration strategy. Skoolee can be configured as the working system for selected processes or exchange approved information with other systems.
Operational capabilities
Coordinate finance, services, and school operations around governed records
The modules can be introduced selectively and configured around the school’s policies, services, users, calculations, and reporting requirements.
Payments and confirmations
Record or exchange approved payment information, produce confirmations, support reconciliation, and provide permitted family visibility.
Payroll
Maintain relevant staff and payroll structures, calculations, deductions, outputs, history, and controlled reporting within the agreed scope.
Accounting
Support the school’s configured accounting requirements or exchange approved transactions and references with the designated financial system.
Transportation
Manage buses, routes, stops, students, attendants, assignments, schedules, exceptions, contacts, and transportation reporting.
Medical
Maintain controlled student medical information, incidents, visits, medications, alerts, documents, and relevant authorized communication.
Library and resources
Manage catalogue records, copies, lending, returns, reservations, fines, users, inventory status, and usage reports.
e-Store
Support school-store items, stock and batch information, sales, student or family transactions, receipts, and related reporting.
Activities
Plan activities, participants, schedules, capacity, fees, approvals, attendance, communication, and activity records.
Operational reporting
Provide role-specific reports, statements, service lists, exceptions, summaries, exports, and consolidated school or group visibility.
Connected operations
Link each service request or financial transaction to the correct person and institutional context
The operational process varies by module, but the control principles remain consistent.
- 01
Establish the source record
Use approved students, families, staff, classes, branches, services, items, routes, accounts, and calendar structures.
- 02
Apply policy and eligibility
Determine fees, discounts, service eligibility, route assignment, medical access, lending rules, payroll conditions, or activity requirements.
- 03
Record the transaction or service
Create the charge, payment, assignment, visit, loan, sale, payroll item, activity registration, or approved operational action.
- 04
Communicate and follow up
Issue receipts, statements, alerts, confirmations, reminders, service information, or internal tasks according to role and policy.
- 05
Reconcile and report
Review exceptions, totals, balances, histories, service usage, operational performance, and required system exchanges.
Financial and operational governance
Protect sensitive information while keeping the institution coordinated
Finance, payroll, medical, and family information require narrower access than general school records. The implementation should separate viewing, entry, approval, correction, reporting, and export permissions for each operational role.
The school must also decide which system is authoritative for each financial or operational record. If an external accounting, banking, payment, HR, or transport platform remains in place, the direction, timing, ownership, and reconciliation of each exchange should be explicit.
Operational reporting should be designed around decisions and control, not only volume. Aging, exceptions, service eligibility, route assignments, incidents, overdue items, stock movement, and payroll reconciliation are examples of areas where timely, role-appropriate information matters.
Segregation of duties
Separate data entry, approval, adjustment, payment, payroll, medical, export, and reporting responsibilities.
System authority
Define which system owns each balance, transaction, employee record, payment confirmation, item, service, or operational history.
Reconciliation
Agree the totals, counts, statuses, exceptions, and source documents used to confirm each module or system exchange.
Privacy and retention
Apply school policy and legal requirements to financial, payroll, medical, family, and operational records.
Implementation readiness
Sequence operational modules around policy, data, integration, and reconciliation
Operational modules should be tested with realistic exceptions, approvals, totals, and reporting—not only straightforward transactions.
Policy inventory
Collect fee rules, discounts, payment plans, payroll policies, route rules, medical forms, library rules, store procedures, and activity processes.
Data and opening balances
Prepare students, families, staff, services, routes, items, accounts, outstanding balances, loans, medical alerts, and relevant history.
Integration design
Confirm payment, banking, accounting, HR, payroll, transport, or other system exchanges and the reconciliation responsibility.
Exception testing
Test refunds, adjustments, transfers, withdrawals, discounts, route changes, medical restrictions, lost items, stock corrections, and payroll changes.
Operational rollout
Train specialized teams, define support ownership, schedule cutover around the school calendar, and monitor the first complete processing cycle.
Questions
Frequently asked questions
Does Skoolee include tuition and accounts receivable?
Yes. The configured scope can support student or family charges, discounts, installments, payments, receipts, balances, statements, collection follow-up, and related reporting.
Can Skoolee work with an existing accounting or payment system?
Yes. The implementation can define controlled exchanges with designated external systems, including the direction, timing, ownership, security, and reconciliation of the data.
Are payroll and medical records restricted?
Yes. Sensitive information is protected through role-based permissions, and the exact access model is designed around the school’s responsibilities and policies.
Can parents see financial or service information?
Yes, where approved. The school controls which balances, statements, receipts, transport details, activities, or other service information becomes visible.
Does Skoolee include a school store?
Yes. The e-Store capability can support items, stock and batch information, sales, student or family transactions, receipts, and related reporting within the agreed scope.
Next step
Review your school finance and service operations with WMT
A focused session can map tuition, receivables, payments, payroll, accounting, transport, medical, library, e-store, activities, integrations, reconciliation, and reporting requirements.