Every item and payment you collect, on one list.
Tissues, costumes, concert money, photo money, signed forms. One private checklist per collection, a row per child, and totals that work themselves out.
- Item, money or both, on one checklist per class
- Part payments with running balances and audited voids
- One click reminds every parent who still owes something
The list on the counter, the spreadsheet nobody trusts
Every preschool collects things that are not school fees. A box of tissues at the start of term. Costume money before the concert. Photo money. A signed outing form. It usually lives on a printed class list on the office counter, marked in pen, with a second copy in a spreadsheet that has not been updated since Tuesday.
The two never quite agree. Somebody paid half and nobody wrote it down. A parent swears they sent the form. At the end of term the office is chasing twelve families and cannot say for certain what each one still owes.
The Items and Payments Tracker puts that list in one place, keeps the totals for you, and lets you remind the right parents in one click.
One checklist per collection, a row per child
\nStart a collection, give it a name, and choose whether you are tracking an item, money, or both. Point it at a whole class or hand-pick the children it applies to. From there it is a grid: every child gets a row, every item gets a tick box, and the status works itself out as you go. A progress bar shows how far along the collection is without you counting anything.
\n\n\nPart payments that add up on their own
\nConcert money rarely arrives in one go. Capture what a family hands in and the running balance updates for that child straight away, so you always know who still owes what. An overpayment guard stops you recording more than is owed, and a mistake is corrected with an audited void rather than a deletion, so the history of the collection stays honest.
\n\n\nChase the right parents, print what the desk needs
\nWhen a collection is nearly done, one click sends an in-app reminder to the parents of every child who still owes something, listing exactly what is outstanding for that child. For the front desk you can print a blank sheet to mark by hand, a current status sheet, or an outstanding-only sheet, in portrait or landscape. Everything exports to Excel when you want it elsewhere.
\n\n\nFrom a paper list to a finished collection
Four steps, and the office never has to add anything up by hand.
1. Make the collection
Name it, choose item, money or both, add as many items as you need, and point it at a class or a hand-picked group of children.
2. Tick children off as things come in
Each item has its own tick box against every child. Money collections take part payments, and the running balance updates as you capture.
3. Remind whoever is still outstanding
One click sends an in-app reminder to the parents of every child who still owes something, listing exactly what is missing for that child.
4. Close it, or duplicate it next term
Close the collection when it is done, reopen it if something arrives late, archive it for the record, or duplicate it next term with nothing to retype.
What's included
The Items and Payments Tracker is included on Professional, Pro and Complete.
Included on Professional at R499/mo, Pro at R598/mo and Complete at R799/mo. Compare every plan →
Built for the person at the front desk
If your office keeps a printed class list with pen marks on it, this is the module that replaces it.
Schools that collect start-of-term supplies
Tissues, wet wipes, toiletries, stationery. One collection per term, ticked off as the boxes arrive, with no printed list to lose.
Schools running a concert or a photo day
Costume money, ticket money and the signed permission slip all tracked on one collection, with part payments handled properly.
Offices tired of chasing the same families
One click reminds every parent who is still outstanding, with their own child's list, instead of a group message that nobody reads.
Schools that want this kept away from fees
Nothing here posts to an invoice or to the ledger. It is a private office tool, deliberately separate from the school fee account.
Items and Payments questions, answered
Put the office list where you can trust it
The 14-day free trial gives you full access, including the Items and Payments Tracker, with no credit card required.
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