Why Do Schools Need Digital Payment Systems?

Frictionless digital payment benefits both schools and parents as they enable easy, timely payments and make record-keeping easier.

If you're reading this article, you might be worried about your school's handling of fees. Whether you are newly learning about fee SOPs or trying to address concerns with your existing fee process, you're at the right place!

Does your school face any of these problems?

  • Fee collection takes a toll on your manpower and resources
  • Financial transactions are recorded manually on excel sheets, which is time-consuming and prone to errors
  • Human error occurs in fee calculation, invoices, and fee reconciliation
  • You don't have an organised overview of fee statuses – completed payments and outstanding fees to follow up

Errors like these will cost your school, not just money, but the trust of your partners and parents too. This alone could be reason enough for you to begin considering more secure methods of handling your preschool's fee process.

The good news is that it's easy to move away from excel based or file-based systems to digital fee management.  Schools who have already adopted technology in their operations can also work with the same service providers, such as LittleLives, to take on their digital payment services.

Here are the benefits that your preschool stands to gain from a fuss-free digital payment system.

1. More Secure Payments

Digital payment system takes the responsibility of handling, processing and tracking payments out of teachers' hands. It also can include things like permission slips within the transaction to track receipts and avoid the risk of data loss. All of that teacher time can be focused on more important educational activities.

Digital payment also eliminates the risk of cash transactions. With digital payments, we won't have to trust children to safely transport cash from home to their teachers. Cashless payments rely on banking infrastructure that is tried, tested and highly secure.

2. More Time-Efficient

Administrators save time on processing payments by eliminating manual steps such as:

  • Initiating direct credit and debit transactions
  • Handling and delivering physical cash

3. Fewer Late Payments

Sending automatic reminders to parents through a digital fee system means fewer late payments (and fewer awkward face-to-face reminders).

4. Safer Data

Schools can effectively remove any risks associated with keeping credit/debit card details. They do not have to constantly update the database when card details become outdated too.

5. Organised Financial Records

Payment transaction activity and related information (permission slips and invoices) are securely stored online. This ensures that records are consistent, easily accessible and at very low risk of being lost. The digitisation of such transactions allows admin staff to easily track and trace transactions that have been made. Reports can also be generated anytime for auditing purposes.

6. Convenient

Parents will be able to make payment on their own time and at their own convenience. This is especially important to working parents, who would greatly benefit from being able to get it done on the go.

7. Easier User Experience

Digital payment streamlines parent payments, making it easier to make payment punctually by removing as many friction points as possible. It makes for a more pleasant experience all around.

"By building payment capabilities into the existing school management system, we have made banking invisible and seamless so pre-school operators can channel their energy and resources back into building their business," said Joyce Tee, group head of SME Banking at DBS Bank at the official launch, with Minister for Education Ong Ye Kung as the guest of honour.


Your school can take big strides towards safer and easier fee management today. Clear the clutter so you can focus on what matters most: education.

​​To sum it up

A smart school management system is designed to make your life easier. It is the nervous system for your institution around which other technologies are incorporated. It is, in fact, a master plan to regulate administrative operations in a consolidated, integrated, efficient and smooth way to increase the productivity of your school.

If you are still looking for a system that will work well for your school's operations, you can contact LittleLives to see how we can help!