NuPay
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How NuPay works

From invoice to balanced books, in one flow.

Getting paid is just the tip of the iceberg. NuPay handles what comes after: it connects to your student system, your bank and the payment gateway, matches every payment to the right student and invoice, posts it to the books and updates the balance. Here is the whole journey, step by step.

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  • One ecosystem with NuClass student management, your bank and the payment gateway
  • Money goes straight to the school’s own bank account
  • Matched, posted and reported without re-typing anything
1 Step 1 · Connect

Plug NuPay into what the school already runs

NuPay doesn’t ask you to start again. It links to the systems you have and pulls the data back into one place.

  • Students from NuClass. The roll, classes, levels and sessions sync automatically, so nobody retypes a register.
  • Your bank, by API. NuPay is integrated with ZB Bank for live bank feeds, so transactions flow in on their own.
  • The payment gateway, by API. EcoCash, InnBucks, O’mari, OneMoney, SmileCash, Visa and Mastercard, all through one link.
  • Your chart of accounts and departments, set up for a school from day one.
  • See bank feeds
2 Step 2 · Bill

Raise a term’s fees in one invoice

Create the invoice once, assign every student who should pay it, and publish.

  • One master invoice for a whole class, form or boarding cohort; each student gets their own copy.
  • Standard invoices for one-offs, for a student or any other customer.
  • Every line item is tied to an income account, so tuition, levies and exam fees are reported separately.
  • Publishing posts each student’s invoice to the ledger. Until then, a draft touches nothing.
  • See invoicing
3 Step 3 · Get paid

Your money goes straight
to your bank.

NuPay never holds school funds. Parents pay, your bank settles, and NuPay reads the transaction to match it to the right student and invoice.

  1. EcoCash InnBucks O’mari OneMoney Visa and Mastercard Bank First

    Parent pays

    EcoCash, card, bank transfer or pay link.

  2. Then

    Your school’s bank

    The money settles here, in your own account.

  3. Straight after

    NuPay matches it

    Allocated, reconciled and posted to the books.

4 Step 4 · Match

NuPay works out whose money it is

This is the part that used to take your bursar weeks. NuPay does it as the payment arrives.

  • Online payments come through the gateway API already tied to the invoice that was paid.
  • Bank deposits are read from the feed: reference, payer’s name, class and amount, compared with the open invoices.
  • Part payments and overpayments are handled: the invoice shows as partial, and any excess becomes a student credit.
  • Anything NuPay isn’t sure about is queued with a suggestion for the bursar to confirm. Nothing is guessed.
  • See fee allocation
5 Step 5 · Post

The books write themselves

Every matched payment, invoice and expense becomes a balanced journal entry, automatically.

  • Double-entry accounting underneath everything, on an accrual or cash basis.
  • The bank and the books are kept in step by AutoReconcile, with bank balance and book balance side by side.
  • Expenses from the bank feed are categorised to the right account and department.
  • A full audit trail: every entry has a name and a time behind it.
  • See accounting
6 Step 6 · See

Everyone sees the same, current numbers

Because every report reads the live ledger, there is nothing to compile.

  • Parents see their balance drop in the portal as soon as they pay.
  • The bursar sees who has paid, who hasn’t and how late, in A/R ageing.
  • The head and the board get Profit & Loss, Balance Sheet and Budget vs Actuals, by department.
  • The accountant gets a trial balance that ties and 30+ reports, exportable to CSV.
  • See all reports
The NuPay ecosystem

Finance and student management, as one loop

NuPay is linked to NuClass, its own student management system. One knows who the student is, the other knows what they have paid, and together they give the school the full picture, term after term.

  1. 1

    The school invoices

    Term fees, levies, trips and camps are raised in NuPay against the students NuClass already holds.

  2. 2

    The parent pays

    By EcoCash, card or bank transfer. The money settles straight into the school’s bank account.

  3. 3

    NuPay updates the balance

    The payment is matched to the student and invoice, and the books are posted.

  4. 4

    NuClass updates the portal

    Balances and fee status flow back through the student management system to the student and parent portals.

  5. 5

    The clearance rule is checked

    Fully paid, or a rule the school sets, such as 80% of fees. Cleared students go through; the rest see what to pay.

  6. 6

    The student registers

    Before or when school opens, parents register for the new term online. Then the next term’s invoice starts the loop again.

  • One Student ID in NuClass and NuPay, so records never have to be matched by hand.
  • Students, classes, levels and sessions sync from NuClass into NuPay automatically.
  • Balances, fee status and clearance flow back to NuClass and its portals.
  • Banks and payment gateways are connected by API, so the money side arrives on its own.
See registration & clearance
Getting started

Switching on, not starting again

NuPay is already connected to NuClass, so a school that uses NuClass turns it on with its students, classes and sessions in place.

  1. 1

    See it working

    Book a demo and watch a fee run go from invoice to balanced books with a school like yours.

  2. 2

    Connect your systems

    We link your student roll, your bank accounts and the payment gateway.

  3. 3

    Bring your balances across

    Existing student records and what each family already owes come across from your spreadsheets.

  4. 4

    Publish your first invoice

    Raise the term’s fees, send them out, and let the payments match themselves.

FAQs

What is NuPay, in one sentence?

NuPay is a school finance and payments platform: schools use it to invoice students, collect fees online and by bank deposit, match every payment to the right student and invoice, and run their accounts, all in one place.

Does NuPay hold the school’s money?

No. Payments settle directly into the school’s own bank account. NuPay handles the technology behind identifying, allocating and reconciling payments, and never holds the school’s funds.

What does NuPay connect to?

NuPay is integrated by API with ZB Bank for live bank feeds, with the payment gateway for online payments, and with NuClass for student records and portal balances. Integration availability may depend on the systems and financial institutions your school uses.

How does a payment get matched to a student?

Online payments come through the gateway API already tied to the invoice that was paid. Bank deposits are read from the feed, where NuPay compares the reference, the payer’s name, the class and the amount with the open invoices. Anything it isn’t sure about is queued with a suggestion for the bursar to confirm.

Do parents need to sign up?

No. Parents receive invoices from their school and pay online or through the school’s parent portal.

Do we still need separate accounting software?

NuPay includes core accounting: automated bank feeds, automated bookkeeping, income and expenses, journals, financial statements and reconciliation. It is designed around the financial workflows of schools.

We already use NuClass. What changes?

Very little for your students and teachers. NuPay reads the same student records, and balances and fee status flow back to NuClass automatically.

See the whole journey, live

One invoice, one payment, one balanced set of books. We’ll walk you through it with a school like yours.

Book a Demo See plans & pricing