How a State Board School Unified Academics, Finance, HR, and Transport Across Multiple Entities Using ERPfied
School & Organization Profile
Board
State Board
Type
Mid-sized private school
Students
900+
Staff
Teaching, administrative, transport, and support staff
Organizational setup
The school operated through separate legal entities to manage education services and transport operations. Both entities were operationally interdependent and shared student, staff, and financial data.
Prior to ERPfied, there was no single platform providing unified visibility across academics, finance, payroll, procurement, and transport.
Challenges Before ERPfied
Disconnected academic and finance systems
Academics such as attendance, admissions, and examinations were managed using a local school management software. Accounting and finance were handled separately using Tally.
This resulted in:
- •Manual posting of fee collections into accounting
- •Delayed availability of financial data
- •Regular reconciliation differences
Operations spread across multiple entities
Academic operations and transport services were managed under different entities, requiring constant coordination.
This led to:
- •Manual inter-entity adjustments
- •Limited consolidated financial visibility
- •High dependency on individual staff members
Transport operations were difficult to manage efficiently
The school's transport model was dynamic and operationally complex:
- •Pick-up only
- •Drop only
- •Both pick-up and drop
Parents frequently requested:
- •Route changes
- •Pickup or drop location changes
- •Changes in transport type within the same month
While these scenarios were handled operationally, managing them efficiently required manual recalculations and repeated corrections, increasing effort and error risk.
Handling of non-chargeable transport days
Transport charges needed to exclude:
- •Dasara holidays
- •Declared school holidays
- •Other non-operational transport days
These exclusions were handled manually, leading to:
- •Inconsistent billing
- •Parent queries and disputes
- •Additional reconciliation work
Limited real-time management visibility
- •Fee and transport collection data was not available in real time
- •Payroll and procurement were tracked separately
- •Bank reconciliation was periodic rather than daily
- •Management depended on consolidated reports prepared after the fact
Audit preparation involved manual compilation across systems and entities.
Before ERPfied
After ERPfied
Why ERPfied Was Chosen
The school was looking for:
- A single unified platform across academics, finance, HR, payroll, procurement, and transport
- Proper handling of operations across multiple entities
- Accurate and transparent transport billing
- Real-time operational and financial visibility
- A system capable of replacing both local school management software and Tally
ERPfied was selected because it provided a connected ERP architecture with a finance core linked to all operational modules.
Transition Approach
To ensure zero disruption to daily school operations, ERPfied was introduced in parallel with the existing systems.
- •The existing school software and Tally continued as the operational master initially
- •ERPfied was run alongside, with daily academic, fee, transport, payroll, and expense data transferred into ERPfied
- •Both systems were kept in sync through close coordination between school staff and the ERPfied team
As management and staff began seeing consistent operational results and real-time visibility in ERPfied, usage of the older systems was gradually reduced and eventually discontinued.
A dedicated coordination effort between the school team and ERPfied ensured a smooth, controlled transition without impacting day-to-day operations.
Results After ERPfied Adoption
Improved fee and transport collections
- Parent communication for fee and transport reminders became consistent and timely
- Clear visibility of academic and transport dues
- Reduced billing disputes
- Improved overall collection efficiency
Accurate, usage-based transport billing
- Route and pickup changes within the month reflected correctly
- Transport type changes applied without manual recalculation
- No billing during non-operational days such as Dasara holidays
- Transport revenue aligned closely with actual usage
Real-time management visibility
- Live dashboards covering fees, transport, payroll, and expenses
- Reduced dependency on month-end consolidation
- Faster and more confident decision-making
Daily bank reconciliation
- Bank entries reconciled on a daily basis
- Discrepancies identified immediately
- Faster month-end and year-end closures
Audit-ready operations
- Clear audit trails across all entities
- Linked academic, financial, payroll, procurement, and transport data
- Reduced audit preparation effort and improved compliance confidence
Outcome
The school transitioned from managing disconnected systems across entities to operating through a single unified ERP platform.
ERPfied brought structure, transparency, and operational control across academics, finance, transport, HR, payroll, and procurement, enabling leadership to focus on governance, stability, and long-term growth rather than reconciliation and manual coordination.
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See how ERPfied can bring the same clarity and control to your school operations.