Fees, sponsors and instructors for a college or training centre in one set of records
A training centre runs on intakes: applicants become learners, sponsors pay for cohorts and part-time trainers come and go. SmartERP does not replace your registrar or timetable. It holds what is quoted, invoiced and paid, what the workshops consume, and who teaches in which department.
Begin with Sales, Accounting, Purchase and Employees. Add CRM to follow programme enquiries, eLearning to put course material online for enrolled learners, and Surveys to collect feedback from each class when the centre is ready.
Typical businesses: Private colleges · Technical training centres · Vocational schools · IT training centres · Business schools
Problems this industry runs into
Term fees are agreed at the desk and kept in a register
For a given intake the accounts office cannot tell who was quoted what, who has paid and who still owes, so balances are settled from memory at the start of every term.
Sponsors are invoiced late and dispute the trainee list
Employers and organisations that pay for a cohort want one invoice per group and a credit when a trainee drops out, but the office works from the class list, not the ledger.
Part-time trainers and support staff sit on scattered lists
Instructors are hired per course and per intake, so the picture of who teaches in which department, and in which role, is rebuilt by each programme head.
Workshop materials are bought as they run out
Practical sessions need consumables and printed handouts. Without orders raised ahead, the class waits, shops charge different prices and the bill arrives with no matching record.
Applications in the Education edition
These applications are the ones the industry edition's blueprint includes. Each opens its own page.
Often added for this industry
What each application does for driving School
Accounting
Each sponsor is invoiced per term, and a credit note is raised when a trainee withdraws. Bank and cash matching pairs a sponsor's transfer, or cash paid at the finance desk, with its invoice.
Sales
A sponsor's cohort is quoted as one order once the group list is agreed. Price lists keep each programme's fee schedule and the group rate agreed with an employer.
Purchase
Lab consumables, workshop tools and printed handouts are ordered before the first practical session. Three-way matching compares what reached the store with the order and the bill.
Employees
Each part-time trainer and support staff member is one record with job position and department, so a programme head sees the whole team.
How the work runs on SmartERP
From sponsored cohort quote to fee collection
An employer or organisation sponsors a group of trainees: the fee is quoted, the order confirmed, the invoice issued and the transfer matched.
- Sales: Quotations and sales orders Quote a sponsor for a cohort on a short course and confirm it as an order once the group list is agreed.
- Sales: Price lists and discounts Keep the fee schedule for each programme and apply the group rate agreed with a sponsor.
- Accounting: Customer invoices and credit notes Invoice the sponsor per term and raise a credit note when a trainee withdraws before the intake ends.
- Accounting: Bank and cash Match the sponsor's transfer, or the cash paid at the finance desk, to the term invoice.
From intake plan to instructors hired and workshops stocked
A new intake needs teachers on the directory and materials in the workshop, ordered and received before classes begin.
- Employees: Job positions Open the instructor positions the new intake needs, by department and by course.
- Employees: Employee directory Record each part-time trainer and support staff member so a department head sees the whole team.
- Purchase: Purchase orders Order lab consumables, workshop tools and printed handouts before the first practical session.
- Purchase: Receipts and three-way matching Check what reached the store against the order and the supplier's bill before it is paid.
Your first month
- First week. We list your programmes with their fee schedules and the sponsors you bill, then load sponsors, suppliers and the instructor directory.
- Second week. Your accountant confirms the chart of accounts and bank accounts, and price lists are entered for each programme, with sponsors' group rates.
- Third week. The sales desk quotes a live sponsor for a cohort and follows it to the invoice. The workshop head orders consumables ahead of a practical session.
- After go-live. At the end of the first term we review what each sponsor owes, compare workshop purchases with what programmes used, and update the staff directory.
What to have ready
- Programmes with the term fee and the group rates sponsors pay
- Sponsors and employers with billing contacts and cohort sizes
- Instructors and support staff with department, position and contract type
- Workshop suppliers and the consumables you order for each intake
- Bank account details and opening balances, from your accountant
The applications on screen
Real SmartERP screens with sample data.
Who uses it
- Business owner or general managerSee the whole business and keep every department working on the same records.
- Finance and accountingInvoices, bills, bank and reports from one ledger.
- Sales and customer serviceLeads, quotations, orders and follow-up.
- Human resourcesStaff records, hiring, leave and attendance.
Company sizes
- Up to 10 people
- 11 to 50 people
- 51 to 100 people
What SmartERP does not cover for this industry
SmartERP does not include a student records system, a timetable, exam results or learner attendance registers, and it does not calculate salaries. Keep your registrar tools; SmartERP handles fees, purchasing and staff records.
Questions about SmartERP for driving School
Can SmartERP replace our registrar system and timetable?
No. SmartERP has no student records, timetable, exam results or learner attendance registers. Keep your registrar tools; SmartERP handles fees, workshop purchasing and the staff directory.
Can an employer be invoiced once for a whole cohort?
Yes. Quote the sponsor for the group in Sales, confirm the order and invoice it in Accounting. If a trainee withdraws, a credit note reduces the invoice.
Does SmartERP work out our part-time trainers' pay?
No. Salary calculation is not in the standard cloud service and comes only through an implementation project. Employees does hold each trainer's position, department and contacts.
Can we put course material online for enrolled learners?
With eLearning added, courses with lessons, video and quizzes are published on your website and completion is followed per learner. There is no separate mobile app; courses work in a mobile browser.
How do sponsor fees and workshop purchases reach one set of books?
A sponsor's order is invoiced in Accounting and a workshop order arrives there as a vendor bill. Bank statements are matched to both, so receivables and payables come from one ledger.
See it before you decide
One sponsored cohort from fee quote to matched payment
The walkthrough quotes a fictional employer for a group of trainees, confirms the order, issues the term invoice and matches the bank transfer, on sample data for a fictional training centre.
There is no self-service sandbox. The demo is a guided walkthrough on sample data, or you can start a trial workspace.
Pricing
SmartERP has an industry edition for this sector (Education). The applications listed above are its applications, and the editions, their staff bands and the current prices are on the pricing page. This page shows no price.
See plans and pricingA website for your business
SmartERP can also set up a starter website for this kind of business, offered as part of a website project: Home, Programmes, Entry Routes, Study Options, Careers & Employers, Apply, About, Contact. How the website tools work.
Start with what your business needs first
Tell us your industry and we carry it through the guided set-up, or talk to us first.
Start SmartERP Book a demo