Zero-Discrepancy School Accounting, Double-Entry Ledgers & Tally Sync
Classegy provides complete double-entry school accounting with zero discrepancy. Track every student fee collection, regular and one-time vendor payment, caution deposit refund, and cashier daybook closing. Export compliance-ready general journals and master ledgers directly to Tally Prime, Zoho Books, and QuickBooks.
Built for Bursars, School Accountants & Chartered Accountants
From cashier counter collections to complex vendor disbursements, eliminate manual double entries and reconciliation gaps.
Double-Entry General Ledger Engine
Every financial transaction creates automatic debit and credit entries. Real-time trial balance, head-wise income distribution, and asset/liability tracking eliminate year-end audit panic.
- Strict Debit = Credit mathematical balancing
- Head-wise segregation (Tuition, Bus, Lab, Caution)
- Pre-configured academic chart of accounts
Regular & One-Time Vendor Management
Complete tracking for all outgoing payments. Manage annual service contracts (AMCs, bus maintenance, security) alongside ad-hoc one-time vendor bills with invoice attachments and TDS withholding.
- Contractual recurring vendor payment schedules
- One-time supplier invoice & PO matching
- Statutory TDS & GST withholding calculation
Cashier Counter Daybook & Shift Close
Single-screen fee collection with multi-payment mode handling. End-of-shift automated daybook closing reconciles physical drawer cash, POS card slips, UPI scans, and pending cheques.
- 15-second cashier counter receipt generation
- Shift-end drawer cash vs system collection audit
- Automated bank deposit slip batching
Caution Money & TC Clearance Settlement
Automated student exit clearance during Transfer Certificate (TC) issuance. Unpaid library fines or bus route dues are deducted before generating the caution deposit refund voucher.
- Cross-department no-dues clearance verification
- Automated net refund voucher calculation
- Direct bank NEFT/RTGS UTR payout tracking
Automated Bank Reconciliation (BRS)
Upload bank statements to auto-match transaction UTRs, online payment gateway settlements, and cleared cheques against ledger entries, flagging unrepresented items instantly.
- 1-click bank statement CSV/Excel matching
- Cheque clearing & bounce penalty workflow
- Automated payment gateway fee reconciliation
Multi-Campus Trust Consolidation & Sync
Maintain independent branch books while providing trustees a consolidated financial overview. Export native Tally XML, Zoho CSV, QuickBooks CSV, or connect live ERP webhooks.
- Isolated branch ledgers with group consolidation
- Native Tally Prime XML voucher & master export
- REST API & Webhook synchronization for SAP/Oracle
1-Click Accounting Export & Third-Party Sync
Export pre-mapped XML vouchers and CSV journals directly into your organization’s existing accounting software.
External Accounting Export
Generate compliance-ready journals and ledgers for Tally Prime, Zoho Books, and QuickBooks
Tally Prime & ERP 9
Export all fee collection receipts, refund vouchers, vendor payments, and journal adjustments directly into Tally XML format with preserved ledger hierarchy.
- Open Tally Prime > Select Company.
- Go to Import > Transactions > XML.
- Select downloaded voucher file. Ledgers are automatically mapped.
Zoho Books
Export fee collections and vendor disbursements as structured Zoho Books manual journals with debit bank accounts and credit income/fee ledgers.
- Open Zoho Books > Accountant > Manual Journals.
- Click Import Journals > Select the exported CSV.
- Confirm field mappings (Account, Debit, Credit, Reference).
QuickBooks Online & Desktop
Export daily or transaction-level fee collection batches and vendor payments into Intuit QuickBooks journal entry CSV schema.
- Open QuickBooks > Settings > Import Data > Journal Entries.
- Upload the CSV file.
- Review line-item ledger distributions and click Finish.
Real-time API Sync
Connect your custom accounting software or ERP (SAP, Oracle, Odoo) directly with Classegy's real-time voucher webhooks.
All vouchers and ledger transactions are accessible via REST API (/api/v1/vouchers) for direct ERP synchronization.
How Every Transaction Creates a Balanced General Ledger Entry
Whether collecting term fees or paying a local plumber, Classegy tracks both sides of every double-entry ledger.
Classegy Double-Entry Engine vs Traditional School Accounting
Compare how Classegy eliminates human re-entry errors, tracks every vendor invoice, and maintains audit-proof ledgers.
| Accounting Function | Classegy Accounting Engine | Generic School ERP / Manual Excel |
|---|---|---|
| Double-Entry Vouchers | Every transaction auto-generates balanced double-entry general ledger vouchers. | Only records single-entry receipts; accountants manually enter journals into Tally. |
| Vendor Expense Tracking | Full PO lifecycle, one-time supplier invoices, recurring AMCs, and statutory TDS. | Vendor bills maintained in physical files or separate Excel sheets with no audit linkage. |
| Tally / Zoho / QB Export | 1-click XML voucher packages & CSV journals with auto-mapped chart of accounts. | Accountants spend 4 to 6 days at month-end manually typing daybook entries into Tally. |
| Caution Money & Refunds | Automatic cross-department dues deduction before issuing TC and refund payment voucher. | Refunds given manually while unrecovered library or transport balances remain unpaid. |
| Bank Reconciliation (BRS) | Automated bank statement CSV match, tracking cleared, deposited, and bounced cheques. | Manual line-by-line pen-and-paper bank passbook cross-checking. |
| Multi-Entity Consolidation | Isolated branch ledgers with instant group trust-level aggregated financial statements. | Requires exporting separate Excel sheets and manually combining them in master workbooks. |
Calculate Your Campus Accounting & Fee Savings
Estimate administrative hours saved from automated reconciliation and zero fee leakage.
Calculate Your Campus Operational & Fee Savings
Based on actual operational benchmarks from international & multi-campus schools.
Via automated installment triggers, sibling link detection & instant mobile payment reminders.
Equivalent to ~2.4 full-time administrative staff redeployed to educational initiatives.
Frequently Asked Questions
Clear answers on double-entry ledgers, vendor disbursements, Tally XML packages, and zero discrepancy audit trails.
How does Classegy enforce double-entry bookkeeping across all school operations?
Every single financial event—from tuition collection, transport route fees, late penalties, and caution deposits, to regular AMC vendor disbursements, one-time lab consumables bills, and student TC refunds—generates an immutable balanced voucher where total debits strictly equal total credits. This guarantees zero ledger discrepancies.
How does vendor payment management work for regular and one-time vendors?
Classegy tracks all accounts payable: contractual recurring vendors (bus fleet maintenance, security, cafeteria, software licenses) and ad-hoc one-time vendors (sports equipment, annual day decor, lab chemicals). Accountants record purchase invoices, track PO approvals, calculate statutory TDS deductions (e.g. Sec 194C / 194J), and record bank clearing UTRs.
How do accountants export transactions to Tally Prime, Zoho Books, or QuickBooks?
Accountants select their date range and billing entity, then click 1-tap export. Classegy outputs native Tally XML vouchers with preserved ledger hierarchy, standard Zoho Books manual journals CSV, Intuit QuickBooks journal entry CSVs, or synchronizes via real-time REST API webhooks for SAP and Oracle.
What happens during student withdrawal and caution money refund settlements?
During Transfer Certificate (TC) generation, Classegy runs an automated clearance check across all departments (library dues, unpaid lab fees, bus charges). The net refundable caution deposit is computed, and a double-entry refund payment voucher is created with bank transfer reference logging.
How does the counter cashier daybook close and reconcile daily cash vs online collections?
At the end of each shift, cashiers generate a 1-tap counter closing daybook segregated by payment method: physical cash in drawer, POS card slips, UPI QR collections, and pending cheques. Shift balances lock automatically and cross-verify with bank deposit challans to eliminate cashier drawer shortfalls.
Can educational trusts consolidate accounts across multiple school branches?
Yes. Each branch maintains its own isolated chart of accounts, bank accounts, and cashier registers, while group CFOs and trustees can view consolidated balance sheets, head-wise expense burn, and combined Tally XML packages in one click.