School Management System in Nairobi: what you get
Running a school involves a huge amount of record keeping: student details, fee balances, exam marks, report cards, timetables and messages to parents. When this lives in separate books and spreadsheets, errors creep in and fee collection slows down.
Our school management system brings it into one secure platform. The administration records students and classes, teachers enter marks and attendance, and parents can see fee statements and results from their phones. Fees can be paid by M-Pesa and recorded automatically against the right student, which cuts down on arguments about who has paid and removes manual reconciliation for the bursar.
It is designed for Kenyan schools, including primary, secondary and private academies, and can be adapted to your grading format and report card layout.
- Starting priceKES 60,000
- Typical rangeKES 60,000 to 250,000
- Typical delivery1 Month+
- Payment50% deposit, all payment methods
- Support30 days free
Who needs a school management system?
- Private primary and secondary schools in Nairobi and across Kenya
- Academies, colleges and tuition centres
- Nursery and daycare centres
- School owners who want to track fee collection in real time
- Head teachers who want report cards generated quickly and accurately
What is included
Student registration
Admissions, student profiles, guardian details, classes and streams in one database.
Fee collection via M-Pesa
Parents pay with M-Pesa, payments post automatically to the student account and receipts are issued.
Grade and exam management
Teachers enter marks per subject, and the system calculates totals, positions and grades.
Report cards
Printable or PDF report cards in your school format.
Parent portal
Parents view fee balances, results, attendance and notices from a phone.
Teacher dashboard
Class lists, attendance, marks entry and timetables for each teacher.
SMS notifications
Fee reminders, results and urgent notices sent to guardians in bulk.
How it works
- 1
Learn your school setup
We review your classes, fee structure, grading and report card format on a free WhatsApp consultation.
- 2
Configure and import data
We set up the system around your structure and import existing student and fee data from Excel.
- 3
Build and train staff
50% deposit (M-Pesa, bank transfer or card) starts the work. Before launch we train administrators, the bursar and teachers.
- 4
Review and launch
You test everything on a private link and send changes over WhatsApp. When you are happy you pay the balance and we go live.
- 5
30 days of free support
After launch we fix any bug and answer questions for 30 days at no cost, then offer an optional monthly care plan.
School Management System pricing in Kenya
School Management System at Gilvon Software Solutions starts from KES 60,000 and typically runs up to KES 250,000. You get a fixed written quote after a free consultation on WhatsApp, with no hidden fees. We take a 50% deposit to start (M-Pesa, bank transfer or card) and the balance before launch.
What moves the price within that range:
- Number of students and classes
- Modules needed such as transport, boarding, library or inventory
- Custom report card layouts and grading systems
- Amount of existing data to migrate
- SMS bundle costs, billed at cost
Frequently asked questions
How much does a school management system cost in Kenya?
Our school systems start from KES 60,000 and can reach KES 250,000 depending on the number of modules and size of the school. We give you a fixed quote after a free consultation.
Can parents pay school fees with M-Pesa?
Yes. Payments are matched to the student automatically and the fee balance updates straight away.
Can it follow our report card format?
Yes. We adapt report cards and grading to your school, including CBC and 8-4-4 formats where required.
Can we move our existing student records in?
Yes. If your records are in Excel we can import them so you do not start from zero.
Do you train our staff?
Yes. Training for administrators, teachers and the bursar is part of every project, and 30 days of free support follow the launch.