The verdict in three sentences
For a group of 4 private schools in London with 2,300 pupils, custom school management software costs EUR 90,000 to 160,000 (about GBP 78,000 to 139,000) and ships in 12 weeks. The main lever is fee tracking per family, combined with a parent app and online payment, which brings late payments down from 20 % to under 8 %. Admissions, grades and reports then replace the separate spreadsheets each school keeps.
Modules and their cost
In many private school groups, each school runs its own bursary process, lists and reports. The founder only sees arrears at the end of term, when chasing is harder. The software gives one daily view across the group.
| Module | Function | Share of budget | 2026 range (EUR) |
|---|---|---|---|
| Fee tracking per family | Instalment plans, sibling discounts, automatic reminders, receipts, VAT at 20 % | 25 % | 22,500 to 40,000 |
| Grades and reports | Teacher entry, averages, PDF reports, progress reviews | 20 % | 18,000 to 32,000 |
| Parent app | Balance due, grades, attendance, school messages | 20 % | 18,000 to 32,000 |
| Admissions and pupil records | Online applications, re-enrolment, records per class | 15 % | 13,500 to 24,000 |
| Online payment | Card, Direct Debit and bank transfer, automatic reconciliation | 10 % | 9,000 to 16,000 |
| Group dashboards | Rolls, collections and arrears per school and per class | 5 % | 4,500 to 8,000 |
| Migration, testing, training | Import of 2,300 records, training for bursars and teachers | 5 % | 4,500 to 8,000 |
The low end covers a mobile-friendly web parent app and email reminders. The high end adds native iOS and Android apps, timetabling and payroll for visiting teachers.
Off-the-shelf or custom school software: the comparison
| Criterion | Spreadsheets and paper | Subscription school software | Custom software |
|---|---|---|---|
| Upfront cost | EUR 0 | EUR 10,000 to 20,000 | EUR 90,000 to 160,000 |
| Annual cost | Untracked arrears | EUR 15 to 30 per pupil, or EUR 34,500 to 69,000 | Maintenance of EUR 13,500 to 24,000 |
| Cumulative 5-year cost | The cost of arrears | EUR 182,500 to 365,000 | EUR 157,500 to 280,000 |
| Reports in your schools' format | Yes, by hand | Fixed template | Your format |
| Group-level fee policies | No | Limited | Included |
| Pupil number growth | More work | Bill goes up | No extra cost |
With 2,300 pupils, per-pupil subscriptions overtake the development cost by year four. Custom software also keeps family data under the group's control, a sensitive point under UK GDPR.
Expected results over one school year
| Indicator | Before | End of year one |
|---|---|---|
| Fees paid late or outstanding | 20 % | Under 8 % |
| Time to produce reports | 10 days | 2 days |
| Bursary queries at the start of term | 2 to 3 hours a day | Under 30 minutes |
| Share of fees paid online or by Direct Debit | 40 % | 85 % |
| Admin time per school | 35 hours per week | 20 hours per week |
| Parent calls asking for a balance | 600 per month | 150 per month |
These figures are 2026 orders of magnitude from groups of 1,000 to 3,000 pupils. They assume a clear policy, for example a reminder 7 days after each due date.
Mini case study
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Helen founded a group of 4 private schools in London. Her 2,300 pupils pay an average of EUR 21,000 a year, or EUR 48,300,000 invoiced. With 20 % of fees paid late, bad debt written off reaches about 2 % of revenue, EUR 966,000. Bringing late payments under 8 % cuts write-offs to about 0.8 %, or EUR 386,400: the group keeps EUR 579,600 a year. Even counting only half of that gain in year one, EUR 289,800, software quoted at EUR 125,000 pays back in about 5 months. Card and Direct Debit fees, typically under 1.5 % of amounts collected, remain marginal in comparison.
FAQ
Can parents without the app follow their balance?
Yes. They receive email or SMS reminders with a secure payment link. In groups of this size, more than 90 % of parents use the app within the first term.
How are sibling discounts and bursaries handled?
Discounts are configured per family, for example 10 % for the second child and 20 % from the third. Internal bursaries appear on the instalment plan and in the dashboards.
Does the software handle VAT on fees?
Yes. Since January 2025, private school fees in England carry VAT at 20 %, and invoices and receipts show it per pupil. The fee module records VAT separately for your accountants.
When should we start to be ready for September?
The project lasts 12 weeks. For a September start, kick-off in April at the latest leaves time to test re-enrolment over the summer.
What does hosting cost?
Plan EUR 300 to 700 a month for UK cloud hosting with daily backups. Access is separated: a teacher sees their classes, the bursary sees payments, the founder sees the whole group.
Let's scope your project. Send us your number of schools, pupils and current arrears rate, and we will price software between EUR 90,000 and 160,000 with a 12-week schedule aligned with your term dates. 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.
