Cash desks, banks and mobile wallets
One cash desk for fees, another for the school office or the shop, the bank accounts, the POS terminals and the school's M-Pesa or e-Mola wallets, each with its own balance.
Finance
Treasury and expenses with all the money in plain sight
Know today, not at the end of the month, how much money the school has in each cash desk, in the bank, on the POS and in the mobile wallet, and where every metical that leaves is going. Escola360 brings the end-of-day close, the school's accounts, the suppliers and the expenses together in one place. M-Pesa and e-Mola payments reach the cash desk already reconciled.
End-of-day close
M-Pesa and e-Mola reconciled
Salaries linked to HR
MZN, USD, ZAR and EUR
Total balance1 284 300 MT
Cash desks closed3 of 4
To pay this week6 expenses
- SSchool office cash deskIn charge: Judite SitoeClosed
- FFees cash deskIn charge: Arlindo MuiangaOpen
- BBuilding rentMonthly · due on the 5thScheduled
- PPapelaria Estrela do ÍndicoOffice suppliesPaid
From a till that does not balance to a day closed with confidence
In many schools, money passes through several hands during the day, trips to the bank are noted in an exercise book and the electricity or rent bills are only remembered when the reminder arrives. The school owner asks how much is in the till and nobody can answer with certainty.
Without a system
- Cash in several drawers and nobody accountable for it at the end of the day.
- Cash differences discovered days later, with no explanation.
- Bank deposits and handovers between colleagues with no record.
- Rent, water, electricity and internet paid in a rush, or forgotten.
- Nobody knows how much of the fee income goes on salaries, suppliers and fixed bills.
- M-Pesa statements checked line by line against the receipts.
With Escola360
- Each cash desk has a person in charge and a balance you can see at any time.
- An end-of-day close every day, with differences explained on the spot.
- Transfers between cash desks and to the bank recorded and confirmed by whoever receives them.
- M-Pesa and e-Mola payments reconciled automatically, with no statements to check by hand.
- Fixed expenses planned in advance and payments scheduled.
- Money in and money out in the same system, with reports by period and by category.
Everything the school's treasury needs to close the day
A person in charge of each cash desk
The school decides who works at each cash desk and who answers for it. No more money that belongs to nobody.
End-of-day close
At the end of the day the cash desk is closed with the amount counted. If there is a difference, it is explained, and the closed day can no longer be changed.
Mobile payments reconciled
What parents pay by M-Pesa, e-Mola, POS or bank payment reference (entity and reference) reaches the right cash desk already reconciled. The end-of-day close no longer depends on printed statements.
Transfers with confirmation
Taking money from the cash desk to the bank, or from one cash desk to another, is recorded and only counts once the person receiving it confirms.
Cash injections
Capital contributions, loans or donations recorded as such, so they are not confused with school income.
Supplier records
The school's suppliers in one place, with their details and the history of everything paid to them.
Recurring expenses planned
Rent, water, electricity, internet or service contracts planned months or years ahead. The school knows what it will pay before the bill arrives.
Payments with proof
Scheduled or one-off payments, always from a cash desk or an account, with withholding tax recorded and proof of payment in PDF.
Salaries linked to HR
Salaries processed in human resources reach the treasury as an expense, with the statutory deductions, ready to pay from the right cash desk or account.
Categories that fit a school
Salaries, statutory deductions, rent and other categories already set up. Purchases of supplies and uniforms link to stock and uniforms.
Dashboards and reports
Balances, money in, money out and expenses by period and by category, in dashboards that school leadership can read in minutes.
A day in the treasury, from the first receipt to the close
By 10 am, the fees cash desk already holds more cash than it should. Arlindo takes part of it to the bank and records the transfer. When the finance director confirms the deposit, the cash desk balance goes down and the bank account balance goes up, with no loose sheets of paper in between. Meanwhile, the fee payments made by M-Pesa during the morning have already come in, reconciled, without anyone touching them.
At lunchtime, the finance director opens the expense plan and sees that the rent and the internet fall due next week. She schedules both payments and pays the office supplies supplier from the bank account, with the proof of payment generated in PDF on the spot.
At 4 pm, Judite counts the school office cash desk and it is 200 MT short. She closes the day, writes the explanation and the matter is on record. In the evening, the school owner sees from home how much is in each cash desk and in the bank, and how much went out today.
Each person sees what they are responsible for
Treasury and cashierWorks at their own cash desk, transfers money and does the end-of-day close.
Finance directorPlans and pays expenses, confirms transfers and keeps track of the balances.
Head teacher and school ownerSees how much money the school has and where it went, at any time.
AuditorReviews transactions, closes and payments, knowing who did what and when.
From the school with one cash desk to the school with several
Every school organises its money in its own way. Escola360 follows the structure that already exists, whether that is a single cash desk in the school office or several cash desks, accounts and currencies.
Nurseries and preschoolone cash desk and few fixed expenses
Primary schoolsfees at the counter and bank deposits
Secondary schoolsseveral cash desks and more suppliers
Technical and vocational schoolsworkshops, materials and suppliers
Private schoolsaccounts at several banks and planned expenses
International schoolspayments in MZN, USD, ZAR or EUR
School groupseach school with its own cash desks and accounts
Frequently asked questions
Can I have one cash desk per person?
Yes. The school creates the cash desks it needs, by person, by department or by counter, and each one has a person in charge and its own balance.
What happens if the cash desk does not balance at the end of the day?
The difference is recorded and explained in the end-of-day close. Once closed, the day is protected against changes, which gives school leadership and the auditor confidence.
Can I see the balance of every account on one screen?
Yes. Cash desks, bank accounts, POS terminals and mobile wallets appear with their balances, and the dashboards show money in and money out by period.
Can I forecast the month's expenses?
Yes. Recurring expenses, such as rent, water, electricity or internet, are planned in advance and the payments can be scheduled.
Are salaries included in expense control?
Yes. Salaries processed in human resources reach the treasury as an expense, with the statutory deductions in their own categories, and are recorded with the cash desk or account they were paid from and the matching proof of payment.
Do M-Pesa and e-Mola payments reach the cash desk on their own?
Yes. Payments by M-Pesa, e-Mola, POS and bank payment reference (entity and reference) are reconciled automatically and matched to the right student and cash desk. At the end-of-day close, nobody needs to check statements by hand any more.
Want to know how much money your school has, today?
In the demo, we create your school's cash desks and accounts and show an end-of-day close and the month's expense plan in action.