Solution · Payment tracking
Answer “has he paid?” without calling anyone back.
A record’s payment status exists somewhere: with the accountant, on a bank statement, in a separate application. GEERD starts with a diagnostic of how money reaches you, then sets up with your teams financial information read directly by those who need it, and invisible to those who do not.
Yassine Alaoui
Year 3 Management · class of 2026
Instalment plan
3 instalments
Settled
3 / 3
Latest
4 Sept · transfer
Receipt
Sent
Payment
Settled
Final instalment received on 4 September, reconciled with the bank. Receipt issued.
The situation
The money does arrive. The information stays in the finance office.
The finance office knows who has paid: that is its job, and it does it well. The trouble is that nobody else knows without asking: not academic administration, not admissions, not the student. The four exchanges below replay anywhere payment lives in a different tool from the record.
“Has he paid?”
“Hang on… let me check.”
“Who is late on the second instalment?”
A bank export, a spreadsheet, an afternoon.
“Can we give her the certificate?”
Depends whether they are paid up. Ask finance.
“Are we the ones sending the receipt?”
Nobody is quite sure.
This is not an accounting problem: your accountant is doing their job. It is that payment status lives beside the student record, so every decision that depends on it (a certificate, a re-enrolment, an exam registration) goes through a phone call.
How we work
We start by following one payment, from the transfer to the receipt.
No software before we understand the circuit. Three phases, in this order.
01
Diagnostic
FreeOne session with leadership, the finance manager and academic administration. We follow three cases: an online payment, a transfer, a late payment. We note who collects, who verifies, who informs, and how long passes between the three.
- GEERD
- Runs the session, writes the report: circuit, delays, recommended access rules.
- YOU
- Half a day. Leadership, finance and academic administration in the room.
02
Set-up
Together we define instalment plans per programme, the payment methods you accept, how arrears are followed up and who sees what. EasyClass is configured on those rules; card payments online are secured to banking-industry standards, and transfers are reconciled.
- GEERD
- Configures, migrates outstanding balances, trains finance and academic administration.
- YOU
- Approves the instalment plans and the access rights. Two half-days of training.
03
First instalment, accompanied
GEERD stays present through the first instalment period: your team reconciles and chases from the unpaid list, GEERD answers the questions and reads the arrears with leadership. After that, the team is on its own.
- GEERD
- A weekly session, one named contact, an answer within 48 hours.
- YOU
- Works in EasyClass day to day.
What changes
The right status, for the right team, with no phone call.
Nothing here changes the finance office’s work: it collects and reconciles exactly as it does today. What changes is who can read the result without interrupting it, and when. The three changes below all come from that one shift.
Academic administration reads the status instead of asking for it.
Paid up, late, on a plan: visible in the student record to the roles allowed to see it, and to no one else. The question “has he paid?” is settled in the screen already open, with no call to finance.
Receipts go out on their own. Chasing starts from the unpaid list.
Payment received: the receipt goes out at collection, with nobody sending it. Instalment overdue: the student appears in the unpaid list, and finance chases from that list, those people only, instead of spending the end of every month working out who owes what.
Leadership sees arrears by class and by programme, not by spreadsheet.
Collected, expected, late, plans granted: up to date at every reconciliation. Arrears are read by class or by programme as they build, not in the export prepared once a term.
Instalment 2 · all programmes
1,248 active students
Due on
1 Sept
Settled
1,187
Late
37
Plans
24 running
Late payments
37 students
Out of 1,248. Chased by finance from the unpaid list; 9 families have asked for a plan.
In the field
HEC Rabat: 1,000 students, online payments reconciled with the accounts.
“EasyClass has considerably lightened the load on our teams and given us a clearer, more reliable view of our operations.”
Hamza El Kouhen
Deputy General Director, HEC Rabat
1,000+
students
14
programmes
Online
payments reconciled with the accounts
0
blocking incidents over the year, as HEC Rabat reports
With what
EasyClass does the daily work.
EasyClass’s finance module holds instalment plans, payments (card online, bank transfer, cash at an agency), receipts and the unpaid list inside each student’s record, with access rights by role. Application fees are collected by BrightStep; at set-up, GEERD carries each enrolled student’s balance over into EasyClass.
Who this is for
Institutions where payment decides something else.
Wherever a certificate, a re-enrolment or an exam registration depends on a balance nobody can see.
- International schools and lycées that choose their pupils →
Termly fees, discounts granted case by case, and families who want a receipt the same day.
- Business schools →
Instalment plans negotiated case by case, which then have to be tracked and not forgotten.
- Executive Education →
Corporate clients paying for several participants, invoiced per programme.
- Education groups →
Several campuses, one consolidation the finance director expects.
Further reading
- HEC Rabat →−70% in daily requests to leadership. ×4 Executive Education enrolments.
- ESFPP →40% of the team’s administrative time recovered, as measured by the school.
- Re-enrolment: knowing before June who is coming back →A school decides its classes, its hiring and its budget on “most of them are staying”. What “most” hides, year group by year group.
Let’s talk about your next instalment.
A free diagnostic: half a day with leadership, finance and academic administration, a written report, no commitment.