The verdict in three sentences
For a private school group with 1,400 students on 3 campuses, unpaid tuition weighs more than the price of software: at high arrears levels, large sums sit with families. School management software costs 6 to 15 million FCFA excluding VAT (9,000 to 23,000 EUR) when built for a market such as Cotonou, and about 25,000 to 60,000 USD (34,000 to 82,000 CAD) with a Toronto agency, covering admissions, report cards, a parent portal and automated arrears reminders by SMS, email and WhatsApp. Start the project 12 weeks before the school year to cut arrears by about 30% from the first term.
The real cost of arrears and paper-based admin
| Indicator (1,400 students, 3 campuses) | Current management | With software | 2026 order of magnitude |
|---|---|---|---|
| Average annual tuition (Cotonou) | 350,000 FCFA per student | unchanged | 490 M FCFA (about 747,000 EUR) billed |
| Year-end arrears | 18%, or 88 M FCFA | 12.6%, or 62 M FCFA | -30%, about 26 M FCFA (40,000 EUR) recovered |
| Report card entry time | 3 days per term per campus | 1 day | Grades entered by teachers |
| Admission queues | 2-week rush | online pre-registration | -60% counter visits |
| Cash payments at the counter | 85% | 40% | Mobile money, cards, bank transfer |
| Parent communication | notebooks and calls | portal and WhatsApp | Absences flagged the same day |
In Toronto, private school tuition often ranges from 20,000 to 35,000 CAD a year, so even 3 to 5% arrears on 1,400 students represents 0.8 to 2.4 million CAD at stake.
Modules and budget in 2026
| Module | Features | Indicative budget (West Africa build) |
|---|---|---|
| Admissions and student records | Online pre-registration, documents, one-click re-enrollment, multi-campus | 1.2 to 2.5 M FCFA (1,800 to 3,800 EUR) |
| Tuition and payments | Payment plans, sibling discounts, receipts, mobile and card payment | 1.5 to 3.5 M FCFA (2,300 to 5,300 EUR) |
| Arrears reminders | Graduated SMS and WhatsApp reminders, configurable report card hold | 0.8 to 2 M FCFA (1,200 to 3,000 EUR) |
| Grades and report cards | Teacher entry, averages, PDF report cards, curriculum rules | 1.2 to 3 M FCFA (1,800 to 4,600 EUR) |
| Parent portal and app | Grades, absences, balance, messages | 1 to 3 M FCFA (1,500 to 4,600 EUR) |
| Founder dashboard | Collections per campus, arrears rate, enrollment | 0.3 to 1 M FCFA (450 to 1,500 EUR) |
| Total | Depending on scope | 6 to 15 M FCFA (9,000 to 23,000 EUR) |
Add 75 to 180 EUR per month for hosting and maintenance, plus SMS costs. Subscription school platforms used in Canada typically charge 8 to 25 USD per student per year, or 11,000 to 35,000 USD a year for 1,400 students, which is why a custom build becomes competitive over 3 years.
Timeline: 12 weeks before the school year
| Weeks | Step |
|---|---|
| 1 to 3 | Requirements, fees by grade, portal mockups |
| 4 to 6 | Admissions and tuition, import of existing students |
| 7 to 9 | Online payments, reminders, parent portal |
| 10 to 11 | Grades and report cards, training for offices and teachers |
| 12 | Online re-enrollment opens |
For a school year starting in early September in Toronto (early October in Cotonou), sign by early June (early July). Report cards can come in a second wave, before the end of the first term.
Mini case study
Mr Houngbédji founded a school group in Cotonou: 1,400 students, 3 campuses (kindergarten, primary, middle school), average tuition of 350,000 FCFA a year. His arrears reach 88 million FCFA at year end.
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He invests 11 million FCFA (about 16,800 EUR) excluding VAT in full software. With 30% less arrears, he recovers about 26 million FCFA (40,000 EUR) in the first year. On top of that, 2 office staff each save 10 hours a week, reassigned to front desk work. The software pays back in under 6 months of collections, and digital payment also reduces cash handling risk. A Toronto school spending 45,000 USD would reach payback once it recovers roughly 2 to 3 families' worth of unpaid annual tuition.
FAQ
Can parents pay online?
Yes: mobile money (MTN MoMo, Moov Money) in Benin, cards, Interac and pre-authorized debit in Canada, with automatic receipts. Fees run at about 1 to 3% per transaction depending on the method.
Can report card access be held for unpaid fees?
The school configures it, with a threshold (for example beyond 2 missed installments) and a clear message to parents. Many schools prefer a 3-step graduated reminder before any hold, and local rules on student records must be respected.
Does the software work on weak connections?
Yes, the parent portal is built for 3G and weighs under 1 MB per page. The office can work offline and sync later.
How much does a limited first version cost?
A core of admissions, tuition and reminders starts at around 6 million FCFA (9,000 EUR), or 20,000 USD with a North American agency, and ships in 8 weeks. Grades and the full portal come next.
Is student data protected?
In Benin, the Digital Code and the APDP regulate personal data; in Ontario, privacy law such as PIPEDA applies. Role-based access, daily backups and access logs are included.
Let's scope your project. Tell us your number of students, campuses and school start date, and we will price software between 6 and 15 million FCFA (9,000 to 23,000 EUR) excluding VAT, delivered in 12 weeks. 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.
