School Vault subscription billing: how it works for school owners

What the School Vault subscription covers

A single per-term subscription gives your school unlimited access to every feature in School Vault:

• All attendance methods and analytics
• Daily reports and Learning Journals
• All 10 curriculum frameworks and assessment tools
• Primary academic suite (mark entry, report cards, timetables, homework, CBT)
• Health records, wellness tracker, incident reporting
• Fee management, Paystack integration, and DVAs
• Unlimited staff and parent accounts
• SMS and WhatsApp messaging
• Storage for photos and PDF documents

There are no extra charges for features, modules, or integrations. The only variable is the number of enrolled students.

How the fee is calculated

• Rate: ₦7,500 per enrolled student per term
• Enrolled students: counted on the billing snapshot date (the first day of each term)
• Multi-branch: students across all branches are counted together
• Example: 95 students × ₦7,500 = ₦712,500 for the term

The billing snapshot date

The snapshot is taken on the first day of term as configured in your school calendar. Students enrolled before this date are counted. Students enrolled after this date are not billed until the following term.

To ensure accuracy:

• Enrol all returning students before the first day of term
• Archive (deactivate) withdrawn students before the snapshot date

Payment methods for subscription

• Bank transfer to School Vault's account, details shown in the subscription invoice
• Card payment via Paystack, processed directly in the subscription settings panel

What happens after payment

1. Payment is received and confirmed (bank transfer: 1–2 business days; card: immediate).
2. Subscription status updates to Active.
3. A PDF invoice is generated and available in Fees → Subscription tab → Payment History section.
4. An email confirmation is sent to the School Owner's email address.

Viewing billing history

1. Go to Fees from the sidebar → Subscription tab → scroll to the Payment History section.
2. All past invoices are listed with payment date, amount, student count, and status.
3. Click Download Invoice next to any term to save a PDF invoice for your school's accounting records.

Common mistakes

• Not archiving withdrawn students before the snapshot date, you will be billed for students who have left the school.
• Paying the subscription from a personal account instead of the school account, invoices are issued in the school's name. Payments from a mismatched account cause reconciliation delays.
• Waiting until after the grace period to pay, if your school enters read-only mode, teachers cannot mark attendance or write daily reports, which causes significant operational disruption.