The verdict in three sentences
A private school group of 2,400 pupils in Lomé with 18% of fees still unpaid at year end loses tens of millions of FCFA every year. A custom school management system costs between 8 and 18 million FCFA (about 12,200 to 27,400 EUR), goes live in 3 months and connects enrolment, mobile money fee payments, grades, report cards and parent SMS. Better collection pays back the project in less than one school year.
Essential modules and their price
In a group running from nursery to high school, each cycle has its own rules: registration fees, tuition in 3 instalments, canteen, transport, mock exams, subject weightings by stream in high school. The software must handle these rules without re-keying between the cashier, the office and academic management.
| Module | Function | 2026 indicative budget (FCFA) |
|---|---|---|
| Enrolment and pupil records | Pupil file, siblings, online re-enrolment | 1,200,000 to 2,500,000 |
| Fees and payment schedules | Instalments, sibling discounts, canteen, transport, reminders | 1,600,000 to 3,500,000 |
| Mobile money payment | Flooz (Moov Africa) and T-Money (Togocom), automatic receipts | 1,000,000 to 2,200,000 |
| Grades and report cards | Teacher entry, averages, rankings, PDF report cards | 1,800,000 to 4,000,000 |
| Parent portal and SMS | Grades, balance, absences, SMS alerts | 1,100,000 to 2,600,000 |
| Timetables and attendance | Digital roll call, lateness tracking | 700,000 to 1,800,000 |
| Management dashboards | Collection by class, headcount, results | 600,000 to 1,400,000 |
2026 order of magnitude: 8 million FCFA for a core of fees, mobile payment and report cards, up to 18 million FCFA with a parent app, timetables and several campuses. SMS cost about 15 to 25 FCFA each in Togo depending on volume.
Collection and report cards: the measurable effect
With average tuition of 350,000 FCFA per pupil per year, the group's theoretical revenue reaches 840 million FCFA. At 18% unpaid, more than 151 million FCFA is missing at year end. Most unpaid fees come from late reminders and awkward payment, far more than from insolvent families (queues at the cashier, office hours).
| Indicator | Before (manual cashier + Excel) | After software (1 school year) |
|---|---|---|
| Unpaid rate at year end | 18% | 7% to 9% |
| Fees paid by mobile money | 10% | 60% to 70% |
| Average delay to pay an instalment | 34 days after due date | 9 to 12 days |
| Report card production time (term) | 12 days | 2 days |
| Average errors reported by parents | 40 per term | Fewer than 5 |
| Cashier time at start of year | 3 weeks of queues | 1 week |
| Parent reminders | Paper letters, 1 per term | Automatic SMS at D-7, D0, D+7 |
3-month plan
The best time to start is April or May, to be live for the October school start. Month 1: setting up cycles, fee grids and pupil migration. Month 2: mobile payment, schedules and reminders. Month 3: grades, report cards, teacher training and parent portal launch. An offline mode for grade entry avoids depending on the school's connection.
Mini case study
Mr Agbeko, founder of a 2,400-pupil school group in Lomé, bills an average of 350,000 FCFA per pupil. He invests 13 million FCFA in software, plus 2 million FCFA a year for maintenance, hosting and SMS.
- Unpaid fees cut from 18% to 9% on 840 million FCFA: 75.6 million FCFA more collected.
- Mobile money fees at 1% on 60% of collections, about 4.6 million FCFA, to negotiate with the operator or pass on.
- Net gain in year one: about 69 million FCFA.
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Even with collection half as good, the project pays back in under 6 months.
FAQ
How much does a school management system cost in Lomé in 2026?
Between 8 and 18 million FCFA for custom development. Maintenance, hosting and SMS add 1.5 to 2.5 million FCFA a year for 2,400 pupils.
Can parents pay with Flooz and T-Money?
Yes, both services are integrated and the receipt goes out automatically by SMS. The pupil's balance updates in real time.
Do teachers need training?
Half a day is enough for grade entry on computer or phone. Adoption usually exceeds 90% in the first term.
Can access to report cards be blocked for unpaid fees?
It is technically possible, but we recommend automatic reminders and a meeting instead. The report card is owed to the family, and blocking it damages the relationship.
When should the project start?
Ideally 3 months before the school year, so in April or May. A mid-year launch remains possible at a term change.
Let's scope your project. Send us your headcount per cycle, fee grid and unpaid rate, and we will price a scope between 8 and 18 million FCFA with a plan aligned to the school year. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
