Monthly Service — Worldwide
Accounts that are genuinely in order, every single month.
When your bookkeeping is tidy and current, governors can make decisions confidently, administrators stop chasing figures, and your institution simply runs more smoothly.
What this service delivers
Clear, current records — without the scramble.
School Bookkeeping & Fee Management gives your institution a steady, well-organised set of accounts maintained throughout the year. Fees recorded as they come in. Grants noted against the right budgets. Expenses coded correctly and reconciled regularly. Nothing left to accumulate until year end.
The result is an institution where the finance committee always has an honest picture of where things stand — and where preparing for an audit or a board meeting doesn't feel like an emergency.
Fees tracked reliably
Every fee received is recorded promptly and accurately, giving you a real-time view of income without having to piece it together from emails and spreadsheets.
Grants allocated correctly
Grant income is posted to the right budget lines, so reporting to funders is straightforward and your restricted fund balances are always visible.
Expenses reconciled monthly
Regular reconciliation means small discrepancies are caught early and your books reflect reality, not a delayed approximation of it.
A familiar situation
Most schools reach year end and discover the books need more work than expected.
It tends to happen gradually. A term gets busy, reconciliations slip a month, and by the time someone looks closely the accounts need a significant effort to bring back to order. That's not a failure of anyone's competence — it's simply what happens when bookkeeping isn't treated as an ongoing priority.
The consequences are real, though. Governors ask questions that take time to answer. Auditors find things to query. Finance committees feel less confident than they'd like, and senior staff spend hours on financial admin that wasn't in their job description.
If any of that sounds familiar, it's worth knowing that it doesn't have to be this way. Consistent monthly work makes the difference.
Records catching up from the previous term
Backlogs that grow quietly until someone needs the figures urgently.
Uncertainty about current fund balances
Not being sure how much is left in a grant or what the fee income actually looks like right now.
Year-end arriving as a surprise
The annual accounts becoming a stressful effort rather than a straightforward summary of careful work.
Bursars managing everything alone
One person responsible for bookkeeping alongside a dozen other responsibilities, with limited capacity to keep everything current.
Our approach
Steady, methodical bookkeeping — carried out every month without fail.
We take responsibility for keeping your books current. Each month we work through your income and expenditure — fee receipts, grant payments, supplier invoices, payroll postings — and make sure everything is recorded accurately, allocated correctly, and reconciled against your bank.
Where something isn't clear, we'll ask. We'd rather take an extra five minutes to get a coding question right than leave a queried transaction sitting unresolved for three months. Small things, dealt with promptly, keep the accounts in the shape they need to be in.
We work within your existing systems where we can. If a change of approach would genuinely help, we'll suggest it — but we don't impose complexity for its own sake. Education finance has enough of that already.
Monthly income processing
All fee receipts, grant income, and other revenue recorded and allocated to the correct budget lines each month.
Expenditure coding and posting
Invoices, expenses, and payroll entries coded correctly so your management accounts reflect actual spending against each budget.
Bank reconciliation
Monthly bank reconciliation confirms the books match your bank statements, so any discrepancy is identified and resolved promptly.
Regular management summary
A clear summary of income, expenditure, and balances provided each month — the kind of overview a bursar or governor can actually use.
Working together
What the day-to-day actually feels like.
A consistent point of contact
You deal with the same person each month, who knows your institution's setup and doesn't need the background re-explained at every interaction.
Minimal demands on your time
We work from the documents and data you already produce. Monthly interaction is focused and efficient — not a burden on top of everything else you're managing.
Quiet reliability month after month
The value of this service is in what doesn't happen — no year-end scramble, no unanswered governor questions, no last-minute corrections before an audit.
"The intention is that bookkeeping becomes something you simply don't worry about — because you know it's being looked after."
— Our approach to ongoing service
The investment
A fixed monthly fee, with no surprises.
School Bookkeeping & Fee Management
$360
per month
- Monthly income and expenditure processing
- Fee receipt recording and tracking
- Grant income allocation to correct budget lines
- Expenditure coding and supplier invoice posting
- Monthly bank reconciliation
- Monthly management summary for governors and staff
- Queries answered within one working day
Why fixed monthly pricing works well for schools
Hourly billing creates uncertainty — and in education finance, where workload can vary significantly between months, that uncertainty is unhelpful. A fixed monthly fee means you know exactly what bookkeeping costs, regardless of whether it's a quiet period or a term when everything arrives at once.
There's also a practical benefit: when bookkeeping is priced by the hour, there's a temptation to defer questions or batch up work to reduce costs. A fixed fee removes that friction. We're there throughout the month, and you don't need to think about the clock.
If your institution has additional complexity — multiple sites, a particularly high transaction volume, or several separate income streams — we can discuss whether a different arrangement would serve you better. There's no obligation to that initial conversation.
How it works in practice
What careful monthly bookkeeping actually produces.
The change tends to become visible fairly quickly. Within the first two or three months, the backlog — if there is one — is resolved, and the accounts begin to reflect the current position rather than a lagging picture from weeks ago.
By the end of the first term, most institutions find that governor finance meetings run more smoothly. Questions can be answered from current figures rather than estimates. Budget variances are spotted earlier, which means there's time to act on them.
At year end, the accounts are substantially complete before the formal preparation work begins. The annual summary becomes a review of well-organised records rather than an effort to reconstruct twelve months of transactions under pressure.
Months 1–2
Onboarding, existing records review, any backlog addressed. Regular monthly work begins and a baseline management summary is established.
Months 3–6
Books consistently current. Governors receiving regular management summaries. Budget variances visible in real time. Ad hoc queries answerable quickly.
Year end
Annual accounts prepared from well-organised, complete records. No year-end scramble, no surprise corrections, no audit queries about basic bookkeeping.
Our commitment
We want the arrangement to work — and we'll tell you honestly if it isn't.
We begin with a no-obligation conversation. There's no form to fill in, no proposal to sign before we've had a chance to understand your situation. We'd rather spend that initial time making sure we're actually a good match for your institution.
If we take on your bookkeeping and something isn't working — the format of the summaries doesn't suit your governors, the month-end timing clashes with your reporting cycle — we'll adjust. That's part of the service.
We're a small team, and our reputation is built on steady, reliable work. If we make a mistake, we correct it and explain what happened. We don't think that's exceptional — it's just how careful work should operate.
No-obligation initial conversation
We talk through your situation first. No commitment, no pressure to proceed.
Adjustments if something doesn't fit
If the format or approach needs refining, we refine it. That's included.
Transparent about what we can and can't do
We provide bookkeeping and financial administration support. We'll be clear about where independent professional advice may be needed.
Getting started
The path forward is straightforward.
Send us a message
Use the contact form on our home page. A brief description of your situation is enough to begin.
We arrange a call
We'll reply within one working day to arrange a conversation at a time that suits you. No prep work needed on your side.
We review your records
Once we've agreed to work together, we'll take a look at your current accounts and agree a starting approach.
Monthly service begins
Regular bookkeeping starts from the agreed date. You'll receive your first management summary at the end of the first month.
School Bookkeeping & Fee Management
Accounts kept carefully, every month.
If you'd like to know more about how this service works in practice, we're happy to have a conversation. No commitment involved — just a chance to see if we're the right fit for your institution.
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