Insights from Susan Wayland, Director of Strategy and Customer Success at MentisSoft.
If your school is struggling to stay on top of tuition, you’re not alone. Whether you’re still managing payments through spreadsheets and paper trails, or relying on software that doesn’t quite fit your needs, the consequences can compound quickly—late payments, overworked staff, and frustrated parents.
According to Susan Wayland, our in-house expert in school financial operations and tuition management software, one thing stands out:
“It’s not always about having no system—it’s often about having the wrong one,” explains Susan Wayland, Director of Strategy and Customer Success at MentisSoft. “We see schools trying to force outdated or generic tools to handle tuition, and it creates more problems than it solves.”
Over the years, we have had the opportunity to work with a wide range of educational institutions—from small, independent schools to rapidly expanding multi-campus networks. Through these engagements, consistent patterns have emerged in how schools manage tuition. One key insight we’ve observed: challenges regarding tuition management are rarely limited to operational inefficiencies. They often have far-reaching implications, impacting parent trust, student retention, and the school’s long-term financial sustainability.
Here, Susan walks us through five of the most common mistakes she sees schools make when it comes to tuition—and how the right system can help prevent them.
Mistake #1: Relying on manual processes
“This is where many schools start out—spreadsheets, paper invoices, a few email reminders. And it can feel manageable for a while. But as soon as you grow or hit a busy season, everything starts to strain.”
While manual processes may appear practical in the early stages, they tend to become increasingly fragile as complexity grows. Without systematized workflows, it becomes difficult to automate recurring billing, monitor outstanding payments in real time, or generate accurate financial reports—often requiring staff to manually track information across multiple systems, or even physical files.
“I’ve seen schools spend days just reconciling payments because nothing is centralized. And unfortunately, that’s when errors start to slip in.”
The Impact:
Delayed or missed payments: Cash flow becomes unpredictable, making it harder for schools to manage expenses and plan ahead.
Data entry errors: Duplicate entries and inconsistent records are difficult to track and correct without a centralized system.
Staff overload: Administrative teams are burdened with repetitive tasks and manual follow-ups, reducing time for higher-value work.
Impacts trust: Errors or lack of clarity in billing undermine parent confidence in the school’s financial processes.
The Solution:
A reliable tuition management system automates the entire billing process—issuing invoices, tracking payments, sending reminders, and reconciling records. With everything centralized and updated in real time, schools gain control, staff get time back, and families enjoy a smoother experience.
Mistake #2: Limited or no parent self-service
“Parents don’t want to call or email the school every time they need a balance or receipt. They expect to log in, navigate intuitively, and be done in minutes.”
Today, families are accustomed to managing nearly all aspects of their lives—from banking to healthcare—online and at their convenience. When a school’s tuition management software fails to provide a comparable level of accessibility and ease, it introduces unnecessary friction into the payment experience. Routine tasks such as viewing a balance or downloading a receipt can quickly become time-consuming for both families and administrative staff.
The more obstacles families encounter in accessing their tuition information, the more administrative burden is placed on school staff. What should be a simple, self-service interaction often results in an influx of emails, phone calls, and avoidable confusion.
“Even when billing is accurate, if families don’t have visibility, it doesn’t feel that way. Lack of access creates doubt—and that erodes trust.”
The Impact:
Administrative overload: Admin teams spend significant time fielding routine questions that could easily be automated.
Lack of payment visibility: Payment delays increase as families struggle to stay informed about their obligations.
Perception of disorganization: The school appears disorganized or difficult to work with, even when processes are in place.
The Solution:
A modern tuition management system provides families with a secure, user-friendly portal—accessible anytime, from any device. With self-service tools, parents can view their current balance, see upcoming due dates, download invoices, and receive automated reminders.
Mistake #3: A system that doesn’t integrate with your general ledger
One of the most persistent challenges schools encounter is the lack of integration between tuition management and their core accounting system. When the billing platform operates separately from the general ledger, finance teams are left manually duplicating information, reconciling discrepancies, and managing fragmented workflows across multiple software.
“These disjointed processes might appear manageable in the short term, but over time, they create significant operational strain and increase the likelihood of critical mistakes.”
The Impact:
Redundant manual entry: Staff spend a considerable amount of time re-entering the same data into the accounting system.
Data inconsistencies: Transactions recorded in one platform may not reflectin another, leading to errors in reporting and communication.
Delayed reconciliations: Finance teams struggle to match tuition records with accounting entries, delaying month-end closeouts.
Limited visibility: Leadership lacks a consolidated, up-to-date view of tuition revenue and collection trends.
The Solution:
A modern tuition management software should integrate seamlessly with your general ledger and core accounting framework.
When student billing, tuition management and financial reporting are part of a single platform, schools benefit from real-time financial visibility that supports better planning and oversight. By enabling direct payment postings to the general ledger, streamlining journal entries and generating consolidated financial reports, such a system helps schools maintain accurate records and exercise greater financial control.
“Integration between tuition and core accounting functions is essential for schools seeking to provide a more reliable, transparent experience for both staff and families.”
Mistake #4: Inflexible payment options
“Families have diverse financial circumstances. When schools offer limited or rigid tuition payment options, it often leads to unnecessary friction—and an increase in late or missed payments.”
While standardized billing structures may seem efficient from an administrative standpoint, they often fail to meet the varied needs of families. A one-size-fits-all approach may simplify internal processes temporarily, but it can also result in avoidable payment delays.
“In many cases, simply providing flexible billing schedules—such as monthly installments or auto-pay options—has had a significant, positive impact on both collection rates and family experience.”
The Impact:
Increased payment delinquency: Families unable to adhere to limited payment schedules may default or fall behind.
Administrative inefficiency: Staff are burdened with managing exceptions and responding to requests for adjustments.
Parent dissatisfaction: Limited options can make families feel unsupported or restricted, which may negatively influence retention.
Financial unpredictability: Inconsistent or delayed payments can hinder cash flow and financial planning.
The Solution:
A comprehensive tuition management software should offer a range of payment options—monthly, quarterly, annually—alongside features such as custom due dates, auto-pay enrollment, and automated reminders. These capabilities not only support a more inclusive and accommodating approach but also improve collections and reduce administrative workload.
“Providing families with flexibility in how and when they pay is a key component of a modern, responsive tuition strategy that benefits both the institution and the families it serves.”
Mistake #5: Weak reporting and visibility
“In the absence of clear and timely reporting, schools are often left reacting to challenges rather than proactively managing them—particularly in the area of tuition.”
Many institutions continue to rely on static reports or outdated spreadsheets that fail to reflect real-time financial data. This lack of visibility makes it difficult to accurately track collections, identify delinquent accounts promptly, or forecast revenue with confidence. As a result, minor discrepancies can escalate into larger issues, and financial decision-making becomes reactive rather than strategic.
“In numerous instances, schools have uncovered significant gaps in tuition collection only months later—simply because their systems did not provide the necessary data in a timely or accessible manner.”
The Impact:
Delayed follow-ups: Without real-time tracking, overdue accounts go unnoticed, delaying outreach and affecting cash flow
Unreliable forecasting: Leadership struggles to make informed budget decisions without current and comprehensive tuition data
Limited oversight: Administrative teams lack the visibility needed to manage tuition performance effectively or detect emerging trends
Increased risk: Financial blind spots can lead to reporting errors, or missed revenue opportunities
The Solution:
A modern tuition management system should provide robust, real-time dashboards and customizable reporting tools that offer visibility into every stage of the billing and collection process. From aging receivables to payment trends, schools should be able to access the insights they need—when they need them.
Conclusion: A smarter approach to tuition management
The challenges outlined—ranging from manual workflows to limited system integration and visibility—are more common in schools than many administrators initially realize. While these issues may seem manageable at first, over time they lead to significant inefficiencies, strain on administrative teams, and a diminished experience for families.
With the right tuition management system in place, schools can move from reactive troubleshooting to proactive financial leadership.
If your current approach to tuition is creating more work than value, it may be time to reassess your tools and processes.
Ready to take the next step? MentisSoft’s purpose-built solutions—FINACS and FundThrive—are designed to help schools simplify operations, improve financial oversight, and deliver a better experience for families and staff alike.
FINACS is a comprehensive school accounting platform that features robust, full-spectrum accounting modules and exceptionally well-designed student billing capabilities—making it ideal for institutions that require both financial depth and administrative flexibility.
FundThrive supports schools and nonprofits in streamlining fundraising operations and donor engagement.
Interested in exploring a better way forward?
Book a demo or reach out to our team to learn how MentisSoft can help transform your tuition management—simply, securely, and sustainably.
