Bookkeeping for schools and training businesses
Tuition comes in before the teaching happens, staff pay follows the school calendar and enrollment drives everything. We track tuition, deposits and refunds properly, run payroll for teachers and instructors, and report by program or location.
Where do school books get confusing?
Cash comes in waves. The books shouldn't swing with it.
Tuition booked when paid
A semester paid in August isn't earned in August.
Instructors as contractors
Part-time teachers on your schedule are often employees.
Summer cash dips
A simple forecast shows the gap before it hits.
How do we set up school books?
Tutoring centers, academies, test prep and training companies all fit.
| Section | Accounts |
|---|---|
| Income | Tuition, registration fees, materials, camps and summer programs |
| Direct costs | Instructor wages, contract instructors, curriculum, testing fees |
| Operating | Rent, admin wages, software, marketing, insurance |
| Balance sheet | Deferred tuition, deposits held, refunds owed |
- Prepaid tuition sits as deferred revenue and moves to income as classes happen
- Enrollment deposits stay a liability until applied or forfeited
- Refunds and withdrawals come out of the right program
- Materials you sell may be taxable even when tuition isn't
Which numbers follow enrollment?
Monthly, by program or location.
Enrollment
Students by program, against last term.
Revenue per student
Tuition and fees after discounts and aid.
Instructor cost per class hour
Teaching payroll against hours taught.
Retention
Students who return or renew.
Refunds and withdrawals
Money returned, and why, by program.
Cash runway through summer
Cash against months of payroll and rent.
School owners ask us.
Ask anything else on a free 30-minute call.
Book a callSources: IRS worker classification, Publication 538
Free tools: Payroll cost calculator, Paycheck calculator, Form W-4 guide
Can you report by campus or program?
Yes. We track each one separately in the same books, so you can compare them every month.
Do you work with our enrollment software?
We work from its billing and payment reports and connect it to QuickBooks Online or Xero where it supports that.
Can you run payroll on a school-year schedule?
Yes, including staff paid over 10 months or spread across 12, and seasonal camp staff.
We're a nonprofit. Can you help?
Ask us on the first call about what's involved before you assume a for-profit setup fits.
Tell us what's messy. We'll tell you what it takes.
Tell us what you need and get a fixed price before any work starts. No pressure and no contract.