The anatomy of a statement
- School details: name, logo and the email or number for accounts queries.
- Account number and the statement date and period.
- Account holder and the children on the account, so siblings appear together.
- Transactions: date, description, debit, credit and running balance.
- An ageing summary: current, 30, 60 and 90+ days.
- Amount due and the date it is due.
- Payment details: bank, account number and a unique reference per family.
Worked example
| Date | Description | Debit | Credit | Balance |
|---|---|---|---|---|
| 01 Oct | Balance brought forward | R3,150.00 | ||
| 01 Oct | Tuition, October | R3,000.00 | R6,150.00 | |
| 14 Oct | Late pick-ups, 2 × R75 | R150.00 | R6,300.00 |
Ageing: current R0.00, 1–30 days R3,150.00, 31–60 days R3,150.00, 60+ days R0.00. Amount due: R6,300.00 by 7 November. Pay by EFT using the reference on the statement.
Tips to get paid on time
- Send on the same day every month, so parents expect it.
- Give every family one reference and put it on every statement, so payments can be matched.
- Show discounts on their own line, such as a sibling discount, so nobody has to ask.
- Show payments received, with dates. It builds trust and prevents disputes.
- State the due date clearly and keep the tone friendly for overdue accounts.
- Attach the statement to reminders, so parents never have to hunt for it.
- Keep a history of every statement you have sent.
Automate the monthly run
HiDay keeps one account per family, runs your invoices and sends a statement like this to every parent, with a pay-now link. You preview the run, fix any exceptions and press send. See fees and statements in HiDay.