Double-Entry School Accounting, General Ledgers & Zero Financial Discrepancy
Classegy is a complete double-entry school accounting platform that tracks every financial transaction. Manage student fee collections, regular contractual and one-time vendor expenses, caution deposit refunds, petty cash floats, and cashier shift daybooks with 1-click export to Tally Prime, Zoho Books, and QuickBooks.
End-to-End Accounting for Modern Educational Institutions
Every inflow, outflow, and contra entry is audit-locked and balanced in real time.
Double-Entry General Ledger Engine
True double-entry bookkeeping for every inflow, outflow, and contra transfer. Real-time trial balance, general ledger journals, and balance sheets are automatically maintained without manual accounting re-entry.
- Strict mathematical balancing (Debit = Credit)
- Pre-configured academic chart of accounts
- Head-wise sub-ledger grouping & classification
Regular & One-Time Vendor Accounting
Complete accounts payable management. Track recurring contracted vendors (fleet AMCs, security, canteen) alongside one-time suppliers (lab consumables, sports equipment) with PO matching and invoice storage.
- Recurring contractual AMC billing schedules
- One-time supplier invoice & PO matching
- Statutory TDS (Sec 194C/194J) & GST withholding
Multi-Stream Revenue & Inflow Tracking
Track every revenue source into dedicated ledgers: tuition fees, admission charges, transport route collections, hostel fees, store uniform sales, examination fees, and trust endowment interest.
- Automated head-wise income allocation
- Online gateway & thermal receipt reconciliation
- Advance fee credits & multi-quarter carry forward
Cashier Shift Daybook & Drawer Audit
Single-screen collection with real-time shift reconciliation. Cashiers close shift daybooks by verifying physical drawer cash, POS card slips, UPI scans, and pending cheques with zero reconciliation gap.
- 15-second cashier receipt generation
- Shift-end drawer cash vs system collection audit
- Automated bank deposit slip batch matching
Petty Cash & Imprest Management
Decentralize day-to-day campus micro-expenses without losing financial control. Manage department petty cash floats, upload expense vouchers, and execute audit-approved float replenishments.
- Multi-department petty cash accounts
- Digital receipt photo & approval attachments
- Audit-locked imprest replenishment cycles
Caution Money & Exit Settlements
Manage student caution money liabilities from enrollment to graduation. Automatic cross-department dues deduction before generating Transfer Certificate (TC) refund payment vouchers.
- Caution money liability balance sheet tracking
- Cross-department no-dues clearance verification
- Direct bank NEFT/RTGS payout UTR logging
Automated Bank Reconciliation (BRS)
Upload bank statements (CSV/Excel) to auto-reconcile cleared cheques, gateway settlements, and vendor payments against general ledger entries, flagging unrepresented items immediately.
- 1-click bank statement CSV matching
- Cheque deposit, clearance & bounce register
- Payment gateway settlement fee reconciliation
Native Tally, Zoho & QuickBooks Sync
Export pre-mapped XML vouchers and CSV journals directly to your existing accounting software. Preserve complete ledger hierarchies with zero manual double data entry.
- Native Tally Prime XML vouchers & master ledgers
- Zoho Books manual journals & QuickBooks CSV
- REST API & Webhooks for SAP/Oracle integration
Export Compliance-Ready Packages for Tally, Zoho Books & QuickBooks
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 Financial Transaction Is Recorded in Classegy
From student fee collections and vendor invoices to caution refunds and staff payroll, explore real balanced double-entry vouchers.
1. Student Tuition & Transport Collection
Term 2 Fee Receipt for Aarav Sharma (Adm #2024-884, Gr 9-B)
2. One-Time Science Lab Supplies Vendor
Invoice #SCI-4091 from Apex Scientific Supplies (One-time vendor)
3. Caution Money Settlement on Student Exit
TC Caution Refund for Rohan Verma (Adm #2021-102) net of library fine
4. Monthly Bus Fleet Maintenance AMC
Monthly AMC Bill #GRG-902 from Royal Auto Garage (12 Buses)
5. Principal Office Petty Cash Replenishment
Replenishment of Principal Office Petty Cash Float for Sept Week 3
6. Monthly Teaching Staff Salary Disbursement
Gross Salary Disbursement for 48 Teaching Staff (Sept 2026)
Classegy Institutional Accounting vs Generic School ERP & Manual Excel
Detailed comparison showing how Classegy tracks every financial transaction and eliminates manual accounting re-entry.
| Financial Function | Classegy Financial & Accounting OS | Generic School ERP / Manual Excel |
|---|---|---|
| Double-Entry Ledger Balancing | Every financial event auto-generates balanced double-entry vouchers (Total Dr = Total Cr). | Single-entry receipt logs only; accountants manually re-type journals into Tally. |
| Vendor Expense Management | Tracks recurring contracted AMCs, one-time supplier bills, POs, and statutory TDS withholding. | Vendor payments kept in physical paper files or separate spreadsheets with no audit links. |
| Tally Prime, Zoho & QB Export | 1-click XML voucher packages & CSV journals with auto-mapped chart of accounts and sub-ledgers. | Requires 4 to 6 days of manual data entry by accounting staff at the end of each month. |
| Petty Cash & Imprest Control | Department floats, receipt photo uploads, and audit-approved replenishment vouchers. | Unrecorded cash disbursements and missing paper bills create cash book discrepancies. |
| Caution Money & TC Settlement | Automatic cross-department clearance checks before issuing TC and net refund payment vouchers. | Refunds paid out while uncollected library or transport dues remain unrecovered. |
| Multi-Campus Consolidation | Isolated branch accounts with instant trust-level consolidated balance sheets and Tally packages. | Requires manual aggregation of multiple branch Excel workbooks by chartered accountants. |
Calculate Your Campus Operational & Fee Savings
Estimate administrative hours saved from automated accounting 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 ensure zero financial discrepancy across the institution?
Classegy operates on an automated double-entry ledger architecture where every transaction—tuition collections, vendor invoices, petty cash disbursements, bank transfers, caution refunds, and payroll vouchers—generates balanced debit and credit entries. Mathematical equality (Total Debits = Total Credits) is verified before any voucher is posted, making untracked financial leakage impossible.
How are vendor payments (regular contracted vendors vs one-time suppliers) tracked?
Classegy manages accounts payable for all procurement. For regular contracted vendors (bus fleet AMCs, security, catering, software licenses), accountants track billing milestones and contract terms. For ad-hoc one-time suppliers (lab consumables, event rentals, repairs), bills are logged with digital invoice scans, PO matching, automated TDS withholding (Sec 194C / 194J), and bank NEFT/RTGS UTR clearance.
How does the export to Tally Prime, Zoho Books, and QuickBooks work?
Accountants select their required date range and campus entity, then download native Tally XML voucher packages (with pre-mapped parent and child ledger hierarchies), Zoho Books manual journals CSV, or QuickBooks general journal CSVs. A live REST API is also available for real-time synchronization with enterprise ERPs like SAP and Oracle.
How does Classegy handle petty cash and department-level expense imprests?
Institutions can establish multiple petty cash floats (e.g. Principal Office, Sports Department, Science Labs). Custodians record micro-expenses with receipt attachments. Once thresholds are reached, the system generates an audit-locked replenishment voucher, ensuring zero untracked cash disbursements.
How is caution money and student security deposit accounting managed?
Caution money is booked as a balance sheet liability upon student admission. During student exit and Transfer Certificate (TC) generation, Classegy automatically checks cross-department dues (unpaid library fines, bus charges, lab breakages), computes the net refundable amount, and posts a balanced refund voucher.
Can multi-branch educational trusts generate consolidated financial statements?
Yes. Each school branch maintains its own isolated chart of accounts, cashier registers, and bank accounts, while group CFOs and trustees can generate consolidated trial balances, head-wise expense comparisons, and trust-wide Tally XML packages in one click.