Welcome to Schoolbooks
It is the start of term. The office needs to bill families, the bursar needs to account for collections, and the headteacher needs a clear picture of what is outstanding. Schoolbooks brings that work into one workspace.
These guides take you through the screens you will use, the information to prepare, and what changes when you save or submit a document. Start with your organization, then work through your first invoice and receipt.
On this page
Start hereHow the work fits togetherOne example, from charge to collectionWorking with SparkAbout the examplesStart here
New to Schoolbooks? Follow these guides in order. If your school already has a workspace, begin with Finding your way around.
How the work fits together
The applications you can open depend on what is installed and the permissions your administrator has assigned. Changing workspaces changes the context in which you work.
| You need to… | Start in… |
|---|---|
| Check your organization and workspace | Organization |
| Bill a family and record a receipt | Accounting → Invoicing |
| Manage students and guardians | Students |
| Maintain products, services and prices | Products |
| Manage fee structures and schedules | Fees |
| Track enquiries and opportunities | CRM |
One example, from charge to collection
Demo School bills the Maina family KES 2,500 for an October activity programme. The office prepares an invoice, checks the customer and charge, and submits it. The charge now appears in receivables. When the family pays, the bursar records the receipt against the correct bank or cash account and allocates it to that invoice.
An invoice and a receipt answer different questions: what was charged, and what was received. Paying an invoice does not rewrite the original charge.
Working with Spark
Use Spark to ask questions, understand a record or prepare work. Give it context: the customer, invoice or task you mean. Review proposed changes before approving an action.
A useful request is: “Explain what is still outstanding on this invoice and show the receipts already allocated to it.” A payment should only be recorded when you have evidence that money was received.
About the examples
The screenshots in these guides were captured in the running Schoolbooks application on 5 October 2026. They use the fictional Demo School workspace. Draft examples illustrate data entry; they are not evidence of a real payment or a posted transaction.
Names, dates and amounts in your workspace will differ. Follow the named controls and the document’s status, rather than copying an example’s account or tax treatment without checking it.