SchoolSphereEvery capability,
laid bare.
Four modules, designed end-to-end for how independent K–12 schools actually operate. Use any one alone, or use all four together so your ledger, directory, and public site stay in sync.
School accounting
built on a real double-entry core.
Every transaction in SchoolSphere posts to a Pastel-style double-entry ledger. Fee invoices, salary runs, supplier payments, and bank reconciliations all hit a chart of accounts you control. Generate invoices and receipts as branded PDFs, email them straight from the dashboard, and track outstanding balances down to the student, year group, and house, all without leaving the platform. The audit log is on by default and impossible to silence, so a question from your auditor in November about a receipt from May is a five-second answer.
- Full double-entry ledger with a chart of accounts you can edit
- Fee invoice & receipt generation with branded PDF delivery
- Direct email send, with read receipts and reminder cadences
- Outstanding balance tracking by student, year, house, term
- Bank import & reconciliation (CSV, OFX, and direct feeds)
- Multi-currency accounts with per-invoice override
- VAT / GST per-line tax rates, jurisdiction-configurable
- Document numbering you control, never auto-renumbered behind you
- Append-only audit log on every entry, with actor & reason
PDF invoices & receipts
Branded with your crest, your bank details, your terms language. Sent by email and stored against the student record.
Reminder cadences
Term-aware nudges to guardians at 7 / 14 / 30 days, paused automatically the moment payment hits the bank feed.
Term-aware closing
Close a term and lock it. Late corrections post forward, the way a real auditor wants them to.
Bank feeds
Direct feeds for the major regional banks; CSV / OFX import everywhere else. Reconciliation in one panel.
A public site on your domain,
kept current by the school.
Every SchoolSphere tenant ships with a public website at a custom domain (YourSchool.com), built on the Heritage template: Home, About, Staff, Gallery (album + lightbox), and Contact. Drag-to-reorder navigation, inline editing, and a content model that mirrors your directory mean that when a teacher joins, your staff page is correct by lunchtime. Contact-form submissions land in a threaded inbox inside the dashboard, and analytics integrate with GA4, Plausible, or Umami in one paste.
- Heritage template: Home, About, Staff, Gallery, Contact
- Custom domain with fully managed TLS, zero DevOps
- Drag-to-reorder primary navigation and footer
- Staff page mirrors your dashboard directory automatically
- Gallery with multi-album organisation & lightbox
- Contact-form inbox, threaded, inside your dashboard
- GA4, Plausible & Umami analytics integration
- Open Graph, sitemap, and structured data out of the box
- Responsive across mobile, tablet, desktop without bespoke work
Managed TLS & DNS
Renewals, A records, MX delegation, the lot. If you can read an invoice, you can launch this site.
Inbox in the dashboard
Contact-form submissions arrive threaded, with the originating page, source, and the visitor's history if signed.
Live preview, device modes
Edit on desktop, see it on mobile in the same panel. Publish when you're ready, not when the system decides.
Analytics, your choice
GA4 if you want it. Plausible or Umami if you'd prefer no tracking. One field per provider, that's it.
One directory.
The right access for the right people.
Multi-tenant student and staff records, with role-based access for admin, accountant, principal, board, teacher, and student. The admin account can belong to your principal, IT support, or anyone your school chooses. House, year group, guardian relationships, and academic year history are first-class, not custom fields glued onto a generic CRM. Staff photos are served from signed URLs so headshots stay private. Soft-delete is on everywhere: an expelled student's record is archived, not destroyed, and any deletion can be restored without a support ticket. The directory is the upstream source for your public staff page, your fee invoices, and your analytics breakdowns. Change a name once and it propagates everywhere.
- Six built-in roles: admin, accountant, principal, board, teacher, student
- Module- and record-level scoping on every role
- SSO via Google Workspace or Microsoft 365
- House, year group, guardian relations as first-class fields
- Academic-year history per student, no overwriting
- Signed-URL photo storage with per-role visibility
- Soft-delete with one-click restore on every record
- Bulk CSV import & export, deterministic field mapping
- Mandatory 2FA for any role that touches the ledger
Six roles, scoped
Board members get the board pack, never the ledger. Teachers see their classes, not other classes. Accountants see the books, not staff salaries.
Soft-delete on everything
Archive, don't destroy. A four-year-old withdrawn-student record is still there when the auditor asks for it.
Photos that stay private
Signed URLs, scoped by role. Parents never see other students; the public site never indexes private headshots.
SSO from day one
Google Workspace or Microsoft 365, with mandatory 2FA on any role that touches money or grades.
The board pack,
ready by Friday.
P&L tables, cash-flow drill-downs, variance heat maps, collection rate by year group and revenue stream, laid out the way bursars actually present them. Because the analytics module shares the same ledger, directory, and term calendar as the rest of the platform, there is no “extract, transform, load” between your books and your board pack. Numbers are live. Comparisons against prior year, prior term, and budget are one click. Export the entire pack to a branded PDF and you've reclaimed the Friday afternoon you used to spend rebuilding the same slides.
- P&L & balance sheet, term and year-to-date
- Prior-year, prior-term, and budget comparison views
- Cash-flow drill-down chart with daily, weekly, monthly resolution
- Variance heat map across revenue streams and year groups
- Collection rate by year, house, guardian, and term
- Custom report builder with saved views per role
- Board-pack PDF export, branded with your crest
- Scheduled email delivery of any report on any cadence
- Read-only public links for trustees, expiring on a schedule
Variance heat maps
Drift surfaces before it bites. Collection rate dropping in Y12? You see it the week it happens, not the term it ends.
Term & prior-year compare
Every view supports prior-term, prior-year, and budget. One click, in the same chart.
PDF board pack
Branded with your crest, paginated for printing, regenerable on demand. Trustees get the same thing every term.
Scheduled delivery
Weekly cash-flow summary to the head, monthly P&L to the board, custom cadences to anyone with a role.
Seen enough
Let's talk about
your school.
Half an hour. A real conversation, not a sales-deck recital. A tailored quote in writing the next day.