Running a private institution or public charter school is a challenging task. You need to enroll new students every year, manage a staff of teachers, process fees and salaries, deal with guardian complaints, and handle various other tedious jobs.
Many private institutions do these hectic tasks manually, spending too much time on things like billing and payments. This is where automated management tools come in handy. They help you with admission management, fee management, and student/teacher information, eliminating inefficiencies and relieving the pressure on admins.
Cloud-based school and tuition management platforms, in particular, have been proven effective in maintaining and tracking student records in one centralized place. They can save you a lot of time and help you focus on what matters the most.
Below, we have listed some of the best tuition management systems that offer advanced features and high-quality support and services at affordable costs.
Table of Contents
Best for private K-12 independent schools
Veracross connects administrators, students, teachers, and parents, improving schools’ operational efficiency. It comes with an intuitive web interface that makes it easier for teachers to plan lessons, record student behavior, enter assignments, and submit attendance and grades.
While the platform is built for K12 private schools, any educational institution can use it to build report cards, progress reports, and transcripts. Admins can easily add custom school logs and other branded elements.
Its inbuilt tuition management tool features automated workflows, reducing manual work by up to 100 hours every year. Parents can use the same portal username and password to view academic information, stay up-to-date with events, and pay tuition fees. There are plenty of options to manage tuition and payment options.
More specifically, parents can select a payment plan during the first month of the academic year and set automated reminders to reduce the manual workload. The platform processes payments within 3 days.
- Handles admissions and enrollment
- Attendance management
- Robust reporting tools
- Integrates with third-party education technology
Other features like the ability to generate custom reports (as per the parent or tutor specifications), take attendance from any device, and constant email reminders make Veracross worth trying.
The company hasn’t mentioned the pricing structure, but it depends on the number of students at your school. You can fill out the quick form and ask for a demo. One of their representatives will reach out to you to review the initial pricing proposal.
9. Synergy Education Platform
Best for managing student information
Synergy combines several K-12 data management solutions in one seamless ecosystem, helping admins improve workflow and learning outcomes without integrating any third-party tools. For example, it helps you streamline multi-step processes related to online registration, attendance, student programs, and exceptional reporting.
The platform allows you to understand and quickly respond to the needs of students, teachers, and parents. Ensure all students are attending classes regularly, teachers have access to high-quality educational resources, and parents get timely reports on their children’s performance — manage all these tasks through a single centralized dashboard.
For teachers, Synergy makes it easier to access a range of information about their students, including their profile, academic performance, and alerts about students who are at risk academically or behaviorally.
- 360° student profile
- Course creation and management
- 325+ pre-built reports
- Role-based mobile applications
Synergy offers in-depth reporting and sharing options so admins can analyze data, identify trends and issues, and ensure every stakeholder gets the necessary information to solve problems and accelerate student learning.
It also captures student immunization data to streamline compliance tracking and reporting based on district and state requirements.
Overall, the platform has everything to fulfill your institution’s specific needs. You can ask for a personalized demo version by filling out a quick registration form.
Best for report card compiling and transcription processes
ThinkWave is an all-in-one school management solution designed for public, private, and international schools. Its advanced cloud-based platform is fast to deploy and easy to use. Stakeholders can easily log in and access students’ performance reports via computers, tablets, and smartphones.
Everyone has access to the data they need to run the institution. Admins, for example, manage students, classes, attendance, and schedules. Teachers get access to plenty of grading tools, such as points, letter grades, checkmarks, and other grading options.
There is a feature called Gradebook to plan curriculum and submit attendance and grades. Both students and parents can log in to the online portal and track progress, download materials, and upload assignments.
- Integrated gradebooks for all teachers
- Class scheduling and curriculum management
- Submit and collect homework online
- Individualized assessments
The system can provide a comprehensive report for every student. It automatically calculates GPA and Credits, or it can be configured to do custom calculations. You can assign different grade levels to different courses.
The admin can merge different grade scales in one school — high school classes can use conventional letter grades, elementary classes can use elementary marks, and other classes can use percentage marks.
As far as data security is concerned, the platform is hosted on Google App Engine, and your data is securely stored in encrypted format in multiple geographically-distributed data centers.
The more students your school has, the less it would cost you. Prices start at $17 per month (for 1-15 students) and go all the way up to $329 per month (for 421-550 students).
All plans include a school admin system, online access for students and parents, teacher gradebooks, and technical support. You can start with the free 30-day trial and invite teachers and students to create their online accounts.
Best for creating comprehensive reports
Gradelink is a full-featured Student management platform designed to serve startups, agencies, and small and mid-sized businesses. Its cloud-based software tools have a simple interface and a shallow learning curve.
Admins can use it to manage class, attendance, teacher gradebooks, communication, and tuition rates. They can easily fetch details related to each student’s behavior and analyze them thoroughly. If required, parents and teachers can be notified about potential conflicts within a few clicks.
The system elegantly handles the student enrollment process, tracks attendance and grades, and prints report cards. It has numerous report options, including attendance, average grades, birthdays, and address labels.
- Custom grade codes
- Comprehensive financial and billing system
- Centralized Attendance Tracking
- Integrates with third-party tools like Google Classroom and Apple School Manager
Teachers can modify grade scales and configure assessments for each subject and class. They can even store additional student data such as contact, demographic, and medical information. Crucial data such as attendance records and current grades are always at your fingertips.
Parents can regularly track their child’s academic progress by viewing class schedules, upcoming assignments, grades, and due dates. Plus, they can download syllabi, worksheets, reports, and permission slips.
You can get your quote from Gradelink by answering a few questions about your school. They haven’t mentioned the price on the website, but it usually costs $100 per month per school for up to 50 students, $140 for 100 students, $180 for 150 students, $200 for 200 students, $230 for up to 250 students, and so on.
You can also ask for a free demo account, which is preloaded with sample data. Whatever plan you choose, you get unlimited personalized support via email and phone, as well as training for all staff members.
Best for K12 schools
For more than 20 years, FACTS has provided schools with advanced solutions to meet the requirements of their admins, teachers, and parents. Its learning management system and school information system, for example, automate the seamless flow of information between the front office, classrooms, and homes.
The tuition management system improves the financial management experience for everyone involved through online payment services. It allows admins to create flexible payment plans and simplify payment tracking for parents.
The platform also helps schools streamline admission and enrollment processes, enhance communication with families, and improve fiscal forecasting. It also provides an effective tool to track tuition and fees.
- Customizable reporting views
- The dashboard shows demographics, security settings, staff information, and more
- Eliminate manual data entry
- Includes virtual and hybrid learning tools
There is a dedicated application and enrollment tool that lets your office go paperless and view forms when they are submitted. It makes school budget projects more accurate while saving you a lot of time.
FACTS also comes with an intuitive website content management system that allows you to share information with families and promote your vision and values.
Overall, the platform is built to achieve educational goals through cost-efficient service and technology. It is currently used by more than 3 million students and families at 11,500+ schools worldwide.
Best for small and medium-sized coaching centers
ZenoxERP’s tuition management software streamlines the academic process, student-teacher communication, and various administrative tasks. It supports all modern systems, including QR code attendance, biometric attendance, payment gateway, and barcode system.
The platform has plenty of options to customize/personalize every coaching center. It efficiently handles admission and inventory management.
As soon as students apply for admission, ZenoxERP asks and stores their basic data, such as course selection, marks obtained, family information, and qualification details. Once the admission process is completed, it generates tailor-made reports and sends login credentials to students’ email addresses.
ZenoxERP then makes it easier to keep records of study materials issued to students, minimizing potential inventory errors. It also provides tools for collecting fees, generating reports on fee dues, and allowing parents to create their fee plans.
- Automates all processes like admission, inventory, and fee management
- Reduces administration workloads
- Multilevel data access hierarchy
- Can handle multiple branches and departments
Teachers can record and upload video classes or stream live lectures to subscribed students. They can also integrate YouTube videos and Google Drive content to help students learn quickly. If required, they can have direct, one-on-one conversations with parents.
ZenoxERP offers two plans: Pay Per Admission and Unlimited Admission plans. Both include unlimited branches of a coaching center, unlimited user logins, unlimited enquires, and online support.
Best for digitalize academic processes and analyzing revenue metrics
Classter offers a modular, cloud-based platform for administering educational institutions of any size. It merges the functionality of five different solutions (CRM, ERP, LMS, SIS, and SMS) into ten modules.
The platform integrates with a range of third-party software, including LMS platforms, videoconferencing tools, and payment gateways. It also works well with G-suite, Office 365, DocuSign, Zoom, and WebEx, delivering effective admission processes, engaging communications, and meaningful hybrid learning experiences.
Admins can personalize their educational organizations by uploading logos and branding elements and customizing the layout of portals to give teachers and students the sense of a school community. Designing personalized reports, emails, and system messages is quite simple too.
- Grading and state-of-the-art reporting
- Powerful third-party integration
- Templates management and notification services
- Conduct surveys and quizzes
- Manage students’ daily commute
The platform is also packed with business intelligence tools that help you monitor your institution’s progress. One can use these tools to handle academic issues like drop-out rates, budget issues like students’ turnover per hour, and social issues like complaint ratios or bullying incidents.
Best for automating the institute’s daily operations
Fedena simplifies the institute’s administrative and academic processes, from online fee collection and examination management to organizing parent-teacher meetings. It automates daily operations, creates insightful reports, and provides 360-degree tracking so all stakeholders can make informed decisions to improve the productivity of their institution.
Fedena is a cloud-based school ERP platform equipped with more than 100 excellent modules and advanced data security systems.
Modules to automated school management
- Student admission
- Exam and Gradebook
- Timetable and Attendance
- Parent collaboration
- Fee management
- Online classes
It also has a full-featured human resource module to manage employee pay slips, a student information module to track and manage alumni records, and a finance module to design and allocate distinct fee structures to students.
Its internal messaging tool allows you to communicate internally, even if you don’t have access to messaging service or emailing service. You will also find various plugging to conduct polls, discussions, and video conferences.
All important modules are free and open-source, which means you can customize them as per your requirements. Fedena also offers an API so you can easily integrate the platform with your own custom application.
Overall, Fedena is suitable for almost all types of educational institutions, including schools, universities, coaching centers, training institutes, and all other centers that require student management or fee management solutions. It is currently used by more than 40,000 schools and colleges in 200+ countries.
The premium plan starts at $1,299 a year, which includes 22 core modules, 28 pro-plus modules, online training, and basic data configuration. You can contact Fedena directly to receive accurate pricing.
PowerSchool Android app
Best for managing K-12 public and private schools
PowerSchool’s comprehensive suite of solutions allows schools to maintain a single source of record with built-in data intelligence. It connects administrators, teachers, students, and parents with the shared objective of enhancing students’ performance.
Admins can efficiently manage enrollment, finance, human resources, funding, grading system, and state reporting and related compliance — all in one cloud-based platform.
PowerSchool offers a smartphone app, which makes it easier for teachers and parents to upload and view students’ records. Parents can view the full course schedule and receive email alerts for attendance, grades, and assignments. Guardians with two or more students can track the details of all students through a single account.
- Modernized finance and HR solution
- Speeds up hiring, onboarding, and contract renewals
- Talent management solutions to hire and retain educators and staff
- Includes business intelligence tool to detect patterns, trends, and correlations
PowerSchool has been providing innovative solutions for more than 20 years. It currently serves more than 14,000 school and district organization partners, 45,000,000+ students across North America, and over 300,000 community members.
1. Blackbaud Education Management
Best for student enrollment and fee management
Blackbaud provides software and services to non-profit organizations, educational institutions, health organizations, and small agencies. It currently serves over 19,000 organizations across the world.
It offers a wide range of products focusing on analytics, financial management, educational administration, website management, customer relationship management, and fundraising.
The Enrollment Management System (EMS), for example, streamlines the admission process and allows admins and parents to quickly review an application’s status. The Learning Management System (LMS) comes with various tools to post assignments, enter grades, and add announcements and event highlights.
The Student Information System (SIS) gathers academic data from the LMS to streamline scheduling, attendance, grading, and transcripts, as well as to generate detailed reports. And the School Website System handles institution-specific functions such as faculty pages, dynamic curriculum guides, filterable calendars, and crucial notice pop-ups.
The platform also makes it easier for parents to monitor homework, check athletic practice times, and review reports — all from a single account.
- Streamlines application and enrollment process
- Create websites with 50+ drag-and-drop widgets
- Easily manage students’ academic and health records
- Supports letter or numerical grades with criteria-based assessment and comments
Blackbaud is equipped with an advanced billing management system that features a convenient online portal for paying fees and multiple smart tools that help admins improve cash flow and increase the timeliness of payments.
Unlike most other platforms, Blackbaud also allows admins to promote scholarships on campus and match students to suitable scholarships based on specific criteria. Furthermore, one can quickly perform schoolwide audits for fund utilization and compliance purposes.
Other Equally Good Tuition Management Software
TUIO centralizes all enrollment, reporting, waitlisting, invoicing, and payment in one cloud-based portal, helping you streamline your processes and save more time.
It gives you the option to customize payments for everyone’s unique context. The platform extracts data from the student information system (SIS) to generate unique payment plans. For instance, tuition for scholars can be paused, recurring fees can be auto deducted, and divorced parents can be billed separately.
- User friendly
- Automation of recurring payments
- Excellent support
TUIO allows admins to generate bills for everything, including registration fees, daycare and tuition fees, uniforms, lunches, field trips, and more.
For parents, the platform makes it easy to make payments from any device at any time. They can easily automate payments, view payment history, and download receipts. All they need is to log into the account, and the system will show outstanding and future invoices.
OpenEduCat is an open-source Enterprise Resource Planning (ERP) system for educational institutes. It allows administrators to efficiently manage students, teachers, classes, and courses — all through a single platform.
The platform is easy to use and suitable for all types of schools, colleges, and universities.
OpenEduCat is made up of multiple modules that are essential for running an educational institute. The core modules are SIS, course management, faculty management, enrollment system, and integrated financial management.
- Manage student and faculty profiles
- Automated report card and statistical reports/charts
- Complete financial management suite
- Balancesheets, profit & loss & general ledger
Each module is designed to be highly scalable and platform-independent. And since it’s an open-source platform, developers can customize it as per their school’s requirements.
Prices start at $950 a year and go all the way up to 3,400 a year.
Rediker has been providing school administrative software solutions for more than four decades. It has helped schools in all 50 states and over 115 countries worldwide manage administrative jobs, student information, and parent-teacher communication.
The platform is designed to handle everything, from enrollment and online inquiries to connecting with students and parents via mobile and web. Plus, it makes it easy to manage student billing and fund accounting for your institution.
- Centralize virtual enrollment and re-enrollment
- Access student data through a web portal or mobile app
- Create a responsive website for your school
- Integrates with third-party tools like Google Classroom
Its data analytics platform merges Student data with schoolwide assessments updated from external sources to generate in-depth reports. It also adds graphs, tables, and visual formats to help you pinpoint patterns and trends and make informed decisions.
For example, you can quickly flag students based on attendance, performance, or behavior. There is a built-in Cohort Manager that lets you narrow the scope to focus on a particular institution or group of students.
More to Know
Benefits of using a tuition management system
Tuition management platforms can be an all-in-one hub for your institute’s administrative tasks. It streamlines various processes while eliminating the chances of manual errors. For example, it —
- Automates the billing systems
- Equips you with options to accept electronic forms of payments
- Makes it easy for your parents to adjust fee structures and pay as per their convenience
- Calculates key financial metrics such as revenue, receivables, and cash flow
- Provides great transparency to all stakeholders
4 Factors to consider before choosing the best system for your institutions
While most tuition management platforms offer efficient fee management solutions, you should also consider the following factors before making a purchase:
- Student Information System: to manage course schedules, attendance, grades, etc.
- Online Portal: makes it easy for parents to view students’ performance and pay fees
- Streamlined Service: for both employees and the HR team, all the way from requesting payments to disbursing funds
- Quick online support: for technical assistance
Market trends of school management systems
According to the Data Bridge Market Research report, the global school management system market size will exceed $41 billion by 2028, growing at a CAGR of 17.1% from 2021 to 2028.
The increasing adoption of cloud-based learning systems, advanced technologies, and new concepts of education, such as animated teaching and digital assignments, are directly influencing the growth of school management systems. Other growth factors include the greater emphasis on enhancing the quality of education, the fast pace of digitization in the education industry, and the shifting inclination toward eLearning.