Your school fees, in your accounting system.
Sync invoices and payments live to Xero, or keep a full set of double-entry books inside EarlyTrack. Either way, nobody retypes anything.
- Live Xero sync of invoices and payments
- A nightly check that flags changes made directly in Xero
- Or a built-in General Ledger with a controlled year-end close
Fees in one system, books in another
Most preschools end up running two sets of numbers. The fee ledger lives in the school system, and the books live in Xero or in a bookkeeper's file. Every month somebody exports, retypes or re-keys the invoices from one into the other.
Then a family gets a credit note, a payment is refunded, or the bookkeeper fixes something directly in Xero, and the two quietly stop agreeing. Nobody notices until year-end, when the debtors figure in the books does not match what the school thinks families owe.
EarlyTrack closes that gap. Either your fees flow into Xero as they happen and corrections follow automatically, or you skip the second system entirely and keep the books here.
Invoices and payments land in Xero as they happen
\nConnect your Xero organisation once and school fee invoices and payments sync across live, so the books are current instead of being caught up at month-end. Corrections follow on their own: a void, a credit note or a refund raised in EarlyTrack is reflected in Xero rather than being left on somebody\'s list to fix by hand.
\n\n\nChanges made directly in Xero do not go unnoticed
\nSooner or later somebody captures a payment straight into Xero, or deletes one, or voids an invoice at the accounting end. That is how two systems drift apart. EarlyTrack runs a nightly check that compares the two and flags anything captured, deleted or voided directly in Xero, so the difference is on a list in front of you the next morning instead of a surprise at year-end.
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\n\nOr keep the books here, in real double-entry
\nIf you would rather not run a second system, the built-in General Ledger keeps a proper set of books inside EarlyTrack. Journals post automatically as you do normal school admin: raise an invoice, capture a payment, record an expense. Both sides are always written, which is why the trial balance, income statement and balance sheet come out right without anyone assembling them.
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\n\nDebtors that tie out, and a year that actually closes
\nThe parent-debtors reconciliation compares what the fee ledger says families owe against the debtors control account in the books, and lists anything that does not tie out as a posting exception, so nothing fails silently. When the books balance you run the year-end close, which locks the financial year so prior-year entries can no longer be changed and your accountant gets a period that is genuinely final.
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\n\nTwo routes, one set of numbers
Pick the one that matches how your school already works. You do not need both.
If you already run Xero
Connect your Xero organisation once. Fee invoices and payments sync live, corrections follow automatically, and the nightly check flags anything changed directly in Xero.
If you do not run Xero
Use the built-in General Ledger. Journals post themselves as you raise invoices, capture payments and record expenses, and the statements are produced from those journals.
Either way, reconcile the debtors
The parent-debtors reconciliation compares the fee ledger to the debtors control account and lists posting exceptions, so you can see exactly which account is out and by how much.
Then close the year properly
Run the controlled year-end close once the books balance. The financial year locks, prior-year entries stop changing, and your accountant gets a final period.
What's included
Xero Sync and the General Ledger are part of EarlyTrack Complete.
Included on EarlyTrack Complete at R799/mo. Compare every plan →
Built for schools that have outgrown a spreadsheet of fees
If your books and your fee ledger are two different things that have to be reconciled by hand, this is the module that joins them.
Schools whose accountant already uses Xero
Your bookkeeper keeps working the way they do now. The invoices and payments simply arrive, and the corrections follow, without a monthly export.
Schools with no accounting system at all
The built-in General Ledger gives you real double-entry books, a trial balance, an income statement and a balance sheet without buying or learning a second system.
Principals who dread year-end
Debtors are reconciled against the control account through the year, exceptions are listed as they happen, and the close locks the year when it balances.
Schools that need an audit trail
Every sync, journal and correction is recorded, so you can show what was posted, when, and by whom.
Xero and General Ledger questions, answered
Stop reconciling two sets of numbers
The 14-day free trial gives you full access and the full Finance Suite, including Xero Sync and the General Ledger, with no credit card required.
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