Fees that reconcile themselves
Receipt at the counter, or import SchoolPay, Airtel Money and ObPay. Each payment posts to the right learner ledger, and anything unmatched waits in one review list instead of a notebook.
School management software for Uganda
Run fees, books and report cards from one screen.
Books-pro is the on-site school system for Ugandan secondary schools. Receipt fees, keep double-entry books, reconcile SchoolPay and mobile money, and print report cards — on your own computer, with or without internet.
- Installed on your school PC
- Works offline
- Data stays on site
- Annual licence
Windows 10 or 11 · one office PC or a whole staff network · priced per school, not per learner.
Receipt RCP-1042 printedDr Bank · Cr Nakato A. · UGX 650,000
SchoolPay synced12 payments matched to learners
Built for
UGX, term fees and boarding
O-Level and A-Level
SchoolPay, Airtel Money, ObPay
Report cards and parent portal
Why schools switch
One system, three fewer headaches
Most schools run fees in a book, accounts in a spreadsheet and report cards in four different files. Books-pro puts all three on one database so the numbers agree — and stay that way.
Report cards out on time
Enter marks by class or import a lin,score file, add subject comments, then print detailed, concise or mid-term cards in a batch and publish results to the parent portal.
Books you can defend
Double-entry ledgers, trial balance, balance sheet, cash flow, bank reconciliation, budgets, fixed assets, payroll and tax aids — all reading the same data as the fee counter.
What is inside
Six parts of one school system
Buy the whole system once. Turn on the pieces your school needs from Features (F1) — payroll, budgets, inventory, multi-currency and more.
Finance
Finance & Administration
Fee receipts, payment and sales vouchers, ledgers, bank reconciliation, budgets, fixed assets, payroll, tax aids and 15+ financial reports.
AcademicsAcademics & Reporting
Students, class streams, mark entry, attendance totals, timetables, batch report cards, class reports, and a parent and student portal.
PaymentsDigital payments
SchoolPay, Airtel Money and ObPay collections matched to learner payment codes, posted as receipts and checked for duplicates.
MobileAndroid staff app
Check results, record receipts and look up a learner from a phone. Report cards stay readable offline once loaded.
ReportsReports that close the term
Trial balance, income and expenditure, balance sheet, outstanding bills, stock summary, tax summary, cash flow and ratio analysis.
TrustSecurity & data ownership
Your database sits in your school's data folder. Secret keys are encrypted on the server, passwords are hashed and screen rights are set per user.
From hand to ledger
A fee payment, traced end to end
Every shilling has one path. That is what makes the term-end accounts close without a fight.
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Receipt at the counter
Search the learner, split the payment across tuition, boarding and transport, then print a receipt with a QR code for later verification.
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Or collect digitally
Import SchoolPay statements or Airtel and ObPay collections. Payments are matched by the learner's payment code, never by name alone.
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Post once, automatically
A receipt debits the bank or clearing account and credits the learner's ledger. Duplicate SchoolPay references are skipped, not posted twice.
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See the whole term
Outstanding bills, cash flow, trial balance and the day book all update from the same entries — no re-keying, no reconciling two systems.
Tested against double-posting
Each SchoolPay receipt keeps its source reference, so syncing an overlapping date range will not create a second receipt.
Built for Ugandan schools
Not a foreign system with a new price tag
Fees are structured by term, reports use O-Level and A-Level grading, and every screen works in Ugandan shillings. Boarding, transport and scholarships are first-class, not afterthoughts.
- Term fees and payment plansTuition, boarding and meals, transport and other income, with scholarships posted as journals.
- UCE and UACE reportingDetailed, concise and mid-term report cards, class reports and subject comments.
- URA-aware tax aidsVAT, PAYE, LST and NSSF calculations for planning — clearly labelled as calculation aids, not a filing service.
- One school or severalSeparate databases per school under Settings → Schools, plus multiple companies in Finance.
The arithmetic
What a term of manual fee records costs
Use your own numbers. The model assumes a 55% reduction in manual fee-recording time (capped at 28 hours a week) across a 10-week term. It is a planning estimate, not a guarantee.
Typical pattern we see: the bursar's office spends the first two weeks of term re-keying the same payments into a book, a spreadsheet and the report-card file.
Model only. Your licence covers the whole school; no per-learner fee.
Data ownership
Your school's data stays in your school
Books-pro runs on your computer, not in a shared cloud account. You can open the data folder, back it up and move it — and the software keeps working if the internet goes down.
Encrypted where it matters
Digital payment credentials are encrypted on the Finance server and never returned to the browser. Finance passwords are salted and hashed.
Rights per screen
Give the bursar receipts, the DOS marks and the director reports. Nobody sees a screen they do not need.
Backups you can hold
Automatic daily database backups, 30 kept by default, plus a JSON export you can copy to a flash disk or Google Drive folder.
Connects to what you already use
Payments and messages, one place
Turn on the connections your school needs. Nothing is compulsory — Books-pro works as a standalone accounting and reporting system too.
SchoolPay
Import completed payments by date, match by learner payment code, post to clearing and review unmatched codes.
Airtel Money
Request a payment, poll its status or paste the callback, then record the receipt against the learner.
ObPay
MTN and Airtel prompts for UGX, hosted card checkout for USD, KES and NGN, with automatic receipt posting after verification.
SMS & biometrics
Ego SMS, Yoola, Genius and Africa's Talking, plus biometric attendance imports and an Android or GSM modem sender.
Provider availability, fees and approval are controlled by each provider. See integration details.
Pilot feedback
What bursars and DOSs ask for
Books-pro is being used in Ugandan secondary schools today. These are the themes from pilot conversations; school names are withheld at their request.
The fee counter used to stop at 4pm so we could update the ledger. Now the receipt is the ledger entry — we just print and keep going.
School bursarPrivate secondary school, Wakiso
What convinced us was the report card batch. Three streams, one afternoon, no re-typing totals from a spreadsheet.
Director of StudiesMixed day and boarding school, Mukono
Our worry was connectivity. The system runs on the office computer; the internet is only needed when we choose to sync payments.
AdministratorSecondary school, Kampala
Simple licensing
Priced per school, not per learner
One annual licence covers the school's server and every staff computer on its network. No per-learner fee, no surprise invoices when enrolment grows.
Starter School
For a small school running one office computer.
UGX 950,000 / year
Up to 300 learners · one server PC
- Finance & Administration
- Academics & report cards
- Daily backups
- Remote setup and handover
Standard School
For a day or boarding school with a staff network.
UGX 1,600,000 / year
Up to 800 learners · unlimited LAN staff PCs
- Everything in Starter
- SchoolPay, Airtel Money, ObPay
- Parent and student portal
- Android staff app
- Priority support
Groups & Multi-school
For school groups and large institutions.
Custom
Unlimited learners · multiple schools
- Everything in Standard
- Separate database per school
- Remote access publishing
- Data migration and on-site training
Indicative annual licence fees in UGX, exclusive of VAT where applicable. Final quote follows a short needs review. Full pricing and add-ons. Upgrades and extra modules are configured on the spot — no waiting days.
Pay by bank transfer, mobile money or ObPay checkout.
Straight answers
Questions schools ask us first
Does it really work without internet?
Yes. The installer bundles everything the system needs, and the database is on your computer. Fee receipts, report cards and all reports work offline. Internet is only needed for digital payment syncing, SMS, the parent portal and remote access.
Where is our data stored, and who owns it?
In a data folder on the school's computer. You own it, you can copy it, and uninstalling does not delete it. We can help you set up daily backups to a second drive, a flash disk or a Google Drive folder.
Can several staff use it at the same time?
Yes, on the school's local network. One computer runs the server; other staff PCs open the Finance or Academics interface in a browser or the desktop app. Each user gets screen-level rights.
Do you charge per learner?
No. The licence covers the school up to the learner band in your plan. Enrolling more learners inside that band costs nothing extra.
Can we move from Excel or another system?
Usually. Learner lists import from an Excel template, opening balances are entered per ledger, and we can migrate a term's fee history with you. Tell us what you have on the demo call.
See Books-pro with your own school's numbers
A 20-minute screen share. Bring one term of fee records and a class list; we will show the receipt, the ledger and the report card it produces.