The verdict in three sentences
For a group of 4 independent schools with 2,800 pupils in London, a fully custom school management system typically costs 45,000 to 110,000 GBP with a UK software firm (2026 market estimate). Most groups do not need to replace their MIS: Kolonell builds a custom layer for fees and instalment plans with automated reminders, a parent portal and consolidated group reporting as a medium-complexity application at 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR), delivered in 10 to 14 weeks. The return comes first from fee arrears: with VAT now applied to private school fees, families are more stretched and every point of arrears recovered is worth hundreds of thousands of pounds.
Why fees go unpaid
In London independent schools, fees are usually billed termly, with optional monthly plans. Without a consolidated tool, the group bursar often sees arrears only at the end of term, when chasing is harder and relationships are at stake.
| Cause of arrears | Without a fees platform | With a fees platform | Expected effect (2026 order of magnitude) |
|---|---|---|---|
| Missed due dates | Manual emails | Automated email and SMS at D-7, D0, D+7 | 30 to 40 % fewer late payments |
| Payment friction | Bank transfer with reference errors | Direct Debit and card from the portal | Faster matching, fewer queries |
| Data split across 4 schools | 4 separate ledgers or MIS instances | Group dashboard by school, year, family | Real-time view for the bursar |
| Sibling discounts and bursaries | Tracked in spreadsheets | Rules configured once | No unapproved discounts |
| Termly lump sums | One large invoice per term | Monthly instalment plans | Lower default risk |
| Late escalation | End of term | Weekly list of families in arrears | Earlier, gentler recovery |
These effects are estimates to check against last year's payment history.
What each option costs in 2026
| Option | Upfront cost | Recurring cost | Timeline | Main limitation |
|---|---|---|---|---|
| MIS only (iSAMS, Arbor, Engage type) | 3,000 to 15,000 GBP setup | 8 to 20 GBP per pupil per year (estimate) | 3 to 6 months | Fees and group reporting limited |
| Fees billing add-on | 2,000 to 8,000 GBP | 4 to 10 GBP per pupil per year (estimate) | 1 to 3 months | Generic, little group consolidation |
| Full custom build, London firm | 45,000 to 110,000 GBP | 8,000 to 20,000 GBP per year | 6 to 9 months | Budget, replacing a working MIS |
| Kolonell fees and portal layer (medium app) | 4,000,000 to 7,000,000 FCFA (6,100 to 10,670 EUR) | Maintenance 75,000 FCFA per month (110 EUR) | 10 to 14 weeks | Relies on MIS data export or API |
| Freelance developer | 15,000 to 40,000 GBP | Variable | Variable | Data protection and continuity risk |
MIS, add-on and agency figures are 2026 market estimates, not Kolonell prices. For 2,800 pupils, a 15 GBP per pupil licence already costs 42,000 GBP a year.
Platform modules
A custom web application is delivered in lots, starting with fees, where the money is.
| Module | Scope | Share of budget | Delivery |
|---|---|---|---|
| MIS data sync | Pupils, families, siblings, year groups | 15 % | Week 4 |
| Fees and instalments | Termly or monthly plans, VAT, discounts, bursaries, reminders | 25 % | Week 6 |
| Online payments | Direct Debit, card, automatic reconciliation | 15 % | Week 8 |
| Reports and grades view | Read-only grades and reports pulled from the MIS | 20 % | Week 11 |
| Parent portal | Balance, statements, documents, messages | 15 % | Week 13 |
| Group dashboard | Collections, arrears, rolls per school | 10 % | Week 14 |
The platform is built with UK GDPR in mind: role-based access, audit logs, encrypted backups and data hosted in the UK or EU.
Mini case study
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Illustrative scenario: Eleanor, group bursar of 4 independent schools in London, oversees 2,800 pupils at average fees of 21,000 GBP a year including VAT, or 58,800,000 GBP to collect. At year end, 2 % is still outstanding: 1,176,000 GBP.
If the platform brings arrears down to 1.2 %, the group recovers 470,400 GBP a year in cash flow. The Kolonell build costs 5,500,000 FCFA (8,380 EUR, roughly 7,200 GBP) plus about 1,150 GBP of yearly maintenance. Even with a tenth of the expected gain, payback comes within the first term. These are working assumptions.
FAQ
Do we need to replace our MIS?
No, the platform reads pupil and family data from your existing MIS by export or API. Replacing a working MIS is the costly path behind most 45,000 to 110,000 GBP quotes.
How does it handle VAT on fees?
Since January 2025, private school fees carry 20 % VAT. Invoices and statements show net, VAT and gross amounts, with bursary and sibling rules applied before tax.
Can parents pay monthly by Direct Debit?
Yes, monthly plans over 10 or 12 instalments can be collected by Direct Debit through a provider such as GoCardless, with automatic reconciliation against each family account.
Who can see pupil data?
Each role (bursar, head, admissions, finance staff, parent) sees only what it needs. Access is logged and data is backed up daily.
Can we add a fifth school later?
Yes, the platform is multi-school from day one. Adding a school is a few days of configuration, not new development.
Let's scope your project. Tell us your number of schools, pupils and current MIS: we will quote a fees and parent portal platform between 4,000,000 and 7,000,000 FCFA, delivered in 10 to 14 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.
