CBSE School Group - Unified Fee, Attendance & ERP
How a group of 3 CBSE schools under one management replaced 4 separate software tools with a single unified ERP, moving fee collection fully online and automating parent communication.
The Challenge
A school group running 3 CBSE schools in Tamil Nadu under a single management trust was using 4 different software tools - one for fee collection, one for attendance, one for exam results and a spreadsheet for timetable. None of these tools shared data. The fee collection tool did not know which students had exam dues. The attendance tool could not generate reports in the format needed for the trust's monthly review.
During fee season, parents had to come to school physically to pay. Long queues at the accounts office led to parent complaints. Staff were spending 2-3 hours per day manually sending fee reminder messages to parents.
What We Built
Student Profiles
Central student database across all 3 schools. Single login for management to view any school, any class.
Online Fee Collection
Parents pay fees via UPI, card or netbanking. Automatic receipt. Outstanding fee tracked per student.
Biometric Attendance
Attendance marked via biometric device at school entry. Teacher takes class attendance on tablet. Auto absent SMS to parents.
Exam Management
Marks entry by teachers. Report card generation. Class topper and rank calculation. All in one step.
Parent Communication
Bulk SMS and email for circulars, fees, events. Automatic fee reminder 5 days before due date.
Trust Dashboard
Management view: all 3 schools, fee collection status, attendance %, pending dues, teacher count.
The Result
Fee collection moved 100% online within 2 months of go-live. The accounts staff who previously spent 5-6 hours per day at the fee counter now spend that time on reconciliation and reports instead. Parent satisfaction improved as they could pay from home at any time. Fee defaulters dropped by 35% in the first year because automated reminders were going out at the right time.
The trust chairman now has a real-time dashboard showing all 3 schools' performance metrics. Monthly management reports - which previously took 2 days to compile - are now auto-generated in 5 minutes.
"Our fee counter queues are gone. Parents pay from home. Our staff do more productive work now. I wish we had done this 5 years ago."
- School Trust Chairman, Tamil Nadu (name withheld by request)
See Ruban Products in Action
Book a free 20-minute demo - or talk to us about your custom software project.
We reply within 2 business hours | No obligation, no spam | WhatsApp: +91 81440 17454