How to simplify payments for clubs and school events

Clubs, after‑school activities, outdoor stays, trips. Money is collected everywhere, and someone has to track who paid, who still owes, and how much should be on the account. If a school manages payments on paper lists or in a simple spreadsheet, a few small mistakes are enough to create confusion.

1. When each department tracks payments differently

In some places, payments are tracked by class teachers, elsewhere by club leaders or after‑school staff. Some payments are in cash, some by bank transfer, and sometimes a parent pays one amount for multiple children. Keeping this organised in Excel only is time‑consuming and error‑prone.

2. Parents need clear instructions

Parents often don’t know the exact amount, which reference to use, or the deadline. Without a unified payment communication process, schools receive a lot of follow‑up questions and phone calls.

A school information system can automatically generate payment details for each event or club — including QR payments that parents can scan directly in their banking app.

3. Matching bank transfers

Manually matching payments by amounts and names is one of the most exhausting tasks. If a parent pays from a different account or uses an incorrect reference, it quickly turns into detective work: “Who paid this?”

An information system can import bank statements and automatically match payments to students and specific activities. For each student you can clearly see what has been paid and what is still outstanding.

4. Overview for school leadership and accounting

School leadership needs to know how much money came in for each event, whether everything has been settled, and whether any deposits remain unresolved. Accounting needs clear documents for closing periods and archiving.

The system can generate reports by events, clubs, classes or time periods. No need to manually add up multiple spreadsheets and paper notes.

5. How to start step by step

You don’t have to move all payments at once. Start with one area — for example clubs or after‑school activities. Test how creating events, generating payment details and matching transfers works in practice. Once your school is comfortable with the process, you can add more areas.