Run your preschool's money with confidence.
Fees & invoicing, bank reconciliation, petty cash and an AI helper, in one place, in plain English. Built for South African preschools, POPIA-aligned, with every action audited.
- Bill families, record payments and send statements without a spreadsheet
- Import your bank statement and reconcile with guided suggestions
- An AI helper that only suggests, you approve every action
Bill families, record payments and send statements
Fee Management is the billing engine for your preschool. Set up your fee items once, build combined family billing accounts and learner fee profiles, then run monthly billing from draft to approved and out goes a clean invoice and PDF. Track full and partial payments, send statements, and see exactly who owes what. You can also let parents pay online: connect your school's own Yoco or PayFast account and each family gets a Pay now button on their invoice, with the payment recorded automatically.
Reconcile your bank and keep your accountant happy
Finance Operations covers the money moving in and out of the school. Add your bank accounts, import statements as CSV, Excel or OFX, and match payments with reconciliation suggestions you confirm. Capture expenses with receipts, route them through approvals, and keep suppliers and categories tidy, then hand your accountant a one-click month-end pack. When you want the numbers to leave EarlyTrack, sync fees straight to Xero, or keep balanced double-entry books in the built-in General Ledger, with a trial balance, statements and a controlled year-end close.
Account for every rand of cash on site
Petty Cash brings the cash box into the open. Set up boxes and floats, capture expenses and top-ups, and require a second person to approve. Run cash counts that explain any variance, let staff raise cash requests, and bundle receipts into packs, so the petty cash tin finally balances.
A finance helper that suggests, never decides
The AI Finance Assistant is an extra pair of eyes over your fees and finance operations. It suggests payment matches, expense categories, anomalies worth checking, reminder drafts and month-end summaries, but it never moves money and never sends anything on its own. Every suggestion lands in an AI review inbox, behind a POPIA consent gate, and you approve each action.
Explore each module
Want the detail on one part? Open its own page.
Every Finance Suite feature
The full Finance Suite is part of EarlyTrack Complete. The standalone Aftercare Edition includes the core finance tools.
Money you can trust, with guardrails on every step
The Finance Suite is designed so that nothing important happens by accident, and you can always show exactly what was done and by whom.
Every money action is audited
Fee runs, payments, expenses, reconciliations and petty cash entries are all recorded in a full audit trail, so you can answer "who did this, and when" without guessing.
Approvals on expenses & petty cash
Expenses and petty cash entries can route through an approval workflow, and petty cash can require a second person, so one person never controls the cash on their own.
The AI only suggests, behind POPIA consent
The AI Finance Assistant proposes, it never acts. Every suggestion waits in a review inbox for a person to approve, and it runs behind a POPIA consent gate with no personal information in its audit.
Practise risk-free in the Training School
Learn fee runs, reconciliation, expenses and petty cash in a Safe Training School sandbox you can reset any time, without touching a single real record.
Finance Suite questions, answered
Ready to take your preschool's finances digital?
The 14-day free trial gives you full access and the complete Finance Suite: fee billing and invoicing, bank reconciliation, petty cash and the AI helper, with no credit card required.
Start your free trialNo credit card. Full access. Cancel any time.