School Double-Entry Bookkeeping: Fee Ledgers, Payroll and Reports

Running a private school involves fee collection, staff salaries, utility bills and day-to-day expenses. Many schools track these in a cash book or a spreadsheet, which becomes hard to check as the school grows. A double-entry ledger records each transaction in two places, so the books can be checked against each other.

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Why Double-Entry Helps

In a single-entry cash book, income and expenses are written down, but it is hard to see what is still owed. A double-entry ledger shows both sides of each transaction, which makes it easier to see:

• Fees still owed by families
• Money received, and which account it went to
• Staff loans still outstanding

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Fee Ledgers

Fees collected at the counter and online payments through 1Bill are recorded in the same ledger. Fee discounts and write-offs are kept as separate accounts, so the reason for any change is visible.

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Payroll and Staff Loans

Schooliee's payroll module includes:

• Salary slips
• Staff loans
• Attendance deductions

Loans are tracked within the staff records, so the balance is visible alongside payroll.

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Reports and Exports

Schooliee includes ledger reports, which can be exported to Excel or PDF for your accountant or auditor.

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Good Habits

• Record payments on the day they are received.
• Check that counter receipts match the ledger at the end of each day.
• Review the ledger each month, and review outstanding fees with the accounts team.
• Keep copies of receipts and exported reports.

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To see how the ledger and reports work for your school, get a 30-minute demo at www.schooliee.com.