Bill families and track every cent, without a spreadsheet.

EarlyTrack never holds or processes your families' money, and it is not a payment gateway of its own. Most parents pay your school directly by EFT or cash, and Fee Management records and reconciles those payments, you capture what was paid, or import your bank statement and match each deposit, and balances and statements update automatically. On EarlyTrack Complete you can also switch on online payments by connecting your school's own Yoco or PayFast account, so parents pay by card, EFT or wallet and the payment records itself against the invoice. Even then your school is the merchant and the funds settle straight to you.

Yes, on EarlyTrack Complete. Connect your school's own Yoco or PayFast account, switch on online payments, and each family gets a Pay now button on their invoice in the Parent Portal. They pay by card with Yoco, or by card, EFT or digital wallet with PayFast, and the payment is recorded against the right invoice automatically. You choose one gateway per school and can turn it off at any time. Your school is always the merchant: the money settles into your own Yoco or PayFast account, and EarlyTrack never holds or processes it.

Yes. Parents can view their family invoices, balances and statements in the Parent Portal, so they always know what is due and what has been paid. Their billing account updates automatically as you record payments, so the figures they see stay accurate.

You can import your bank statement as a CSV, Excel or OFX file. EarlyTrack reads the deposits, removes duplicates, and helps you match each one to the right family payment, with suggestions you confirm. Matching is deterministic first, so you stay in control of every reconciliation.

Yes. You can record full or partial payments against an invoice or billing account. When a family pays part of what they owe, the payment is applied and the remaining balance stays owing, so statements and debtor ageing always reflect the true outstanding amount.

Siblings are billed on one combined family billing account, so a family with more than one child gets a single bill and a single balance to settle. Each learner still has their own fee profile behind the scenes, but the charges roll up to the family, which makes statements clearer for parents and easier for you to track.

The debtor ageing report groups what each family owes into 30, 60 and 90 day bands, so you can see at a glance who is current and who is falling behind, and by how long. Because balances update automatically as you record payments and credits, the ageing report always reflects the true outstanding position without you rebuilding it by hand.

Yes. You can apply sibling and family discounts so the second and third child are billed at the right rate without you working out the maths each month. The discount flows through to the family billing account, invoices and statements, so everyone sees a consistent figure.

Yes. If your centre is VAT registered you can switch on VAT support, so the correct amounts appear on your fee items, invoices and statements. If you are not registered you simply leave it off and bill as normal.

Yes. Fee Management syncs live to Xero: approved invoices and payments, plus their credits, refunds and cancellations, push straight into your school's own Xero organisation, so your bookkeeper reconciles the bank there without retyping, and a nightly Xero check reads Xero back and flags anything captured, deleted or voided there by hand. You can also keep the books inside EarlyTrack with the built-in General Ledger, which posts balanced double-entry journals and produces a trial balance, income statement, balance sheet and a controlled year-end close. You can still map fee items to accounting codes and export to Excel. EarlyTrack is a controlled internal record and accountant export, not your statutory book of record, and it never replaces your accountant.