School merchant guide

Prerequisites

🚨 Enrollment Fee or Subscription Required:

Before you can collect fees or use FinFlo school features, you must pay either:

One-Time Enrollment Fee: UGX 35,000 (one-time payment)
Termly Subscription: Pay per term (if your school uses this model)

You cannot receive payments or withdraw funds until the enrollment fee or subscription is paid.

Overview

FinFlo School Management System helps you manage your school operations, collect fees from parents, track payments, and withdraw funds. This guide covers the essential features you'll use most frequently.

🎓 Key Features:

Student and class management
Fee structure setup and management
Fee collection from parents
Payment tracking and outstanding balances
Financial reports and statements
Withdraw collected fees to your bank account

Fee Collection Process

This is the core feature of FinFlo for schools. Parents can pay school fees through the FinFlo app, and payments are automatically recorded in your system.

1

Set Up Fee Structures

Before parents can pay, you need to set up your fee structures:

Go to Fee Structures in your dashboard
Create fee structures for different fee types (Tuition, Books, Uniform, etc.)
Set amounts for each class level
Assign fees to students

💡 Tip: You can create fee structures that apply to all students, specific classes, or individual students.

2

Share Your QR Code

Parents can pay fees by scanning your school's QR code:

Access your QR code from the dashboard (tap the QR icon in the top right)
Share the QR code with parents (print it, display it, or send it digitally)
Parents scan the QR code with their FinFlo app

✅ Benefits: QR code payments are instant, secure, and automatically recorded in your system.

3

Parents Pay Fees

When parents scan your QR code:

They select the student they're paying for
They see the outstanding balance
They enter the payment amount
They confirm with their PIN
Payment is processed instantly

💰 Transaction Fee: As a school merchant, you pay a 1% transaction fee on each payment received. This fee is automatically deducted from the payment amount.

4

Automatic Recording

Once payment is received:

Payment is automatically recorded in your system
Student's balance is updated
Payment appears in your transactions history
Outstanding balance is recalculated

✅ Real-Time Updates: All payments are reflected immediately in your dashboard and reports.

Tracking Payments and Outstanding Fees

1

View Payment History

Access the Transactions tab to see:

All payments received
Payment dates and amounts
Student names and classes
Payment status

2

Monitor Outstanding Fees

Check the Outstanding Students section to see:

Students with unpaid fees
Amount owed by each student
Total outstanding balance
Class-wise breakdown

⚠️ Important: Regularly check outstanding fees and follow up with parents to ensure timely payments.

3

View Financial Statements

The Statement tab provides:

Total fees collected
Outstanding amounts
Payment trends
Class-wise statistics

Withdrawing Collected Fees

Once you've collected fees from parents, you can withdraw the money to your bank account or mobile money.

💰 Important: You can only withdraw funds after your enrollment fee or subscription has been paid. The system will block withdrawals until this requirement is met.

1

Set Up Withdrawal Account

Before withdrawing, add your withdrawal account:

Go to Settings → Withdrawal Accounts
Add your bank account or mobile money number
Verify account details
Set as default (optional)

2

Check Your Balance

View your wallet balance on the dashboard. This shows:

Total amount collected from fees
Available balance (after transaction fees)
Amount available for withdrawal

💡 Note: Your wallet balance is the net amount after the 1% transaction fee has been deducted from each payment.

3

Initiate Withdrawal

To withdraw funds:

Go to Withdraw from your dashboard
Select your withdrawal account
Enter the amount to withdraw
Review withdrawal fee and net amount
Enter your PIN to confirm

4

Withdrawal Processing

Withdrawal processing depends on the method:

Mobile Money: Usually instant or within minutes
Bank Transfer: May take a few hours to process

⚠️ Withdrawal Limits:

Minimum per withdrawal: UGX 20,000
Maximum per withdrawal: UGX 5,000,000
Daily limit: UGX 10,000,000

Other Important Features

👥 Student Management

Add, edit, and manage student information. Track student enrollment, class assignments, and academic progress.

📚 Class Management

Organize students into classes and sections. Manage class-level fee structures and assignments.

📊 Academic Cycles

Manage academic terms and years. Track fees by term and generate term-specific reports.

📈 Financial Reports

Generate detailed reports on fee collection, outstanding balances, and payment trends.

Transaction Fees

💳 Fee Structure:

Transaction Fee: 1% of each payment received
Who Pays: The school (merchant) pays the fee
When Deducted: Automatically deducted from each payment
Example: If a parent pays UGX 100,000, you receive UGX 99,000 (1% = UGX 1,000 fee)

⚠️ Withdrawal Fees:

Additional fees may apply when withdrawing funds to your bank account or mobile money. Check the withdrawal screen for current fee rates.

Best Practices

✅ Recommended Practices:

Set up fee structures at the beginning of each term
Regularly check outstanding fees and follow up with parents
Keep your QR code visible and accessible to parents
Review financial statements regularly
Withdraw funds regularly to your bank account
Keep student information up to date
Ensure enrollment fee or subscription is paid on time

Troubleshooting

❓ Common Issues:

Cannot receive payments: Check if enrollment fee or subscription is paid
Cannot withdraw: Ensure enrollment fee is paid and you have sufficient balance
Payment not showing: Refresh the dashboard or check transactions history
Wrong student balance: Verify fee assignments and payment records
QR code not working: Ensure your account is active and subscription is paid

FinFlo School Merchant Guide