CRM for education: enrollment, attendance and monthly fees without spreadsheets
CustomCRM tracks every student or learner from enrollment to certificate: group, schedule, attendance, contract and fees. Parents get their invoices on time, and you see overdue balances by family.
- Enrollment and waiting lists by group
- Monthly billing from subscriptions
- Overdue balances visible for every family
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Companies that work with the CustomCRM team
What problems does a CRM solve in a private school or course center?
A CRM for education takes over the admin work that repeats every month: fees, attendance and messages to parents. In CustomCRM, these records start from the student profile, so you no longer reconcile them across spreadsheets.
Waiting lists in a notebook
Parents call in the spring about September, and requests get written down on paper. When a spot opens up, nobody is sure who was first.
Fees ticked off by hand in Excel
The front office checks off payments from the bank statement one by one. When a parent pays for two children in a single transfer or sends a different amount, reconciliation takes hours.
Attendance that never reaches billing
Attendance goes on a paper sheet or into a separate app. For session packages, someone has to copy the data before invoicing.
Communication scattered across group chats
Announcements go out in messaging groups run by different teachers. A new parent isn’t added in time, another gets messages meant for a different group.
Paying contract teachers
Teachers paid by the hour email their timesheets, and the front office checks them against the schedule by hand.
What modules does a private school management system include?
A private school management system centers on the student profile, linked to the group, schedule, attendance, contract and fees. CustomCRM adds parent communication, recurring billing with e-Factura (Romania’s national e-invoicing system) and hours per teacher, and you pick the modules you need.
Enrollment and waiting lists
Requests from your website form go onto the waiting list for the chosen group, in order of arrival. When a spot opens up, the CRM shows you the next child on the list.
- Stages: request, visit or placement test, offer, enrolled
- Re-enrollment for the next school year
Groups, classes and schedules
You organize students by class, age group or language level, with room, teacher and time slot. You spot overlaps before the first class.
Attendance from a phone
Teachers take attendance on their phone. An absence can trigger a message to the parent, and for session packages, attendance is deducted from the package automatically.
Communication with parents and learners
You send email announcements to a group, a class or the whole school, straight from the CRM. Every message stays in the family’s history.
Tuition contracts
The tuition or training contract is generated from a template, with the parent’s and child’s details and the chosen fee. Amendments also start from a template.
Fees, subscriptions and recurring billing
You set the monthly fee, the enrollment fee, session packages and extras such as meals or transport. Monthly invoices go out automatically and reach SPV (the Private Virtual Space, the online portal of ANAF, Romania’s tax authority) through the e-Factura integration.
- Discounts for siblings or early payment
- Invoicing companies for employee courses
Overdue balances and payments
If you connect your bank statement, payments are matched to invoices. You see overdue balances by family, and reminders go out automatically after the due date.
Teachers and hours taught
Each teacher has their schedule, groups and hours taught. The monthly report is the basis for paying contract teachers.
Certificates and diplomas
At the end of a course, certificates of attendance or internal diplomas are generated from a template, and the CRM keeps a record of every one issued.
Included in every CustomCRM
- InvoicingInvoices, pro formas and recurring invoices, payments, due dates and reminders.
- ContractsContracts, annexes and amendments generated from templates, with expiry alerts.
- e-Factura (SPV, ANAF)Invoices go automatically to SPV, the online portal of ANAF (Romania's tax authority), status shows in the CRM, supplier invoices come in on their own.
- Documents and permissionsDocument archive, roles and permissions per user, full history on every client.
- Reports and dashboardsSales, payments, productivity and profitability, by role.
- Integrations and APICustomCRM can connect to your accounting software, email, calendar, website forms and ad leads, with an API for any other system.
See these modules on a real example
In a demo we walk you through the full workflow on a case close to your business. Or start with a free one-hour consultation where we review your process.
Prefer the phone? Call +40 729 743 719
What does a school year look like in CustomCRM, from enrollment to certificate?
A school year in CustomCRM follows the cycle you already have: enrollment in the spring, contracts before the start, monthly attendance and billing, certificates at the end.
Enrollment request
The parent fills in the form on your website, and the request goes onto the group’s waiting list.
Assessment and offer
You schedule the visit or placement test, then send the offer with the program fees.
Contract and group
You generate the tuition contract, and the child moves from the waiting list into the group. The enrollment fee invoice goes out automatically.
Attendance and monthly fees
Teachers take attendance, and at the start of each month the CRM issues recurring invoices and flags overdue balances.
End of the year or course
You issue certificates and open re-enrollment. Current families get the offer before the waiting list does.
Which other industries does CustomCRM have CRM versions for?
CustomCRM also has CRM versions for marketing agencies, service companies, law firms, gyms and spas, construction, recycling, fleet management, real estate and consulting. For any other field, CustomCRM builds tailor-made software.
- Digital Marketing CRMRetainers, projects, timesheets and profit per client.
- Services CRMRequests, scheduling, field teams and maintenance plans.
- Legal CRMCases, deadlines, time tracking and billing from hours.
- Fitness & Spa CRMMemberships, check-in, class and therapist bookings.
- Construction CRMBids, progress billing, subcontractors, e-Transport.
- Recycling CRMWeighing, waste codes, collection routes and reporting.
- Fleet Management CRMVehicles, drivers, renewals, fuel and cost per km.
- Real Estate CRMListings, buyer matching, showings, commissions.
- Consulting CRMOpportunities, phased projects, billable hours.
- Another industry?We build tailor-made software around your process.
CustomCRM for education, in short
- What it is: CustomCRM for education is a CRM and school management system for private schools, kindergartens, course centers and professional training providers. It connects enrollment, groups, attendance, contracts and fees.
- Key benefits:
- Enrollment and waiting lists in one place
- Monthly fees invoiced automatically, with overdue balances tracked by family
- Parent communication from the CRM, not from personal group chats
- Who it is for: private schools, private kindergartens, tutoring centers, language schools, after-school programs, professional training centers, adult course providers
- What sets it apart: The payer account: a parent with several children in different groups, or a company that sends several employees to a course, gets a single monthly invoice, with discounts applied, and a single overdue balance statement.
- Quick verdict: CustomCRM is the right fit for private schools and course providers that collect recurring fees and want enrollment, attendance and payments in the same system. In practice, at the start of each month you know who has to pay, who has fallen behind and how many open spots you have in each group.
How is a CRM for education different from Excel or a generic CRM?
CustomCRM knows what a group, an attendance record and a monthly fee are. A generic CRM tracks one-off sales, and Excel doesn’t link attendance to the invoice.
| Process | Excel or generic CRM | CustomCRM |
|---|---|---|
| Enrollment | Paper list, no clear order | Waiting lists by group, in order of requests |
| Attendance | Paper sheet or separate app | Taken by phone, linked to billing |
| Monthly fees | Invoices issued by hand, one at a time | Automatic recurring billing, with e-Factura |
| Overdue balances | Manual reconciliation with the bank statement | Overdue balances by family, with reminders |
| Communication | Each teacher’s messaging groups | Messages from the CRM, with history by family |
| Teacher hours | Timesheets sent by email | Hours calculated from the schedule and attendance |
What does a CRM for schools and course centers integrate with?
CustomCRM for education can integrate with ANAF SPV for e-Factura, your accounting software, your bank statements and the enrollment form on your website.
For SMS, the CRM can integrate with a messaging provider, and we connect an online course platform through an API. Repetitive monthly tasks can be handled with RPA automation. You’ll find all modules on the features page.
- ANAF SPV and e-Factura
- Accounting software, such as SmartBill, Oblio, Saga
- Bank statements, for payment matching
- Gmail and Outlook, for email and calendar
- SMS provider, for announcements and reminders
- API for online course platforms
Frequently asked questions about CRM for education
How much does a private school management system cost?
CustomCRM pricing depends on the modules you choose and on usage, not on the number of users. You can give access to all your teachers, including contract teachers paid by the hour, at no extra cost per account. We prepare the quote after the free consultation, where we agree on the modules you need.
Can I send invoices to parents through e-Factura directly from the CRM?
Yes, monthly and enrollment invoices go to ANAF SPV automatically, and you see the status of each one in CustomCRM. Supplier invoices, for example for catering, are also pulled in automatically. The CRM can integrate with accounting software such as SmartBill, Oblio or Saga.
Can I move students and payment records out of Excel?
Yes, you can import students, parents, groups, fees and overdue balances from Excel or from your current software. The CustomCRM team checks the data before import and links siblings to the same family account. The move usually happens between two billing months, so balances start clean.
How long does it take to implement CustomCRM in a school or course center?
It depends on the modules you choose, the number of programs and the data you move. We set the timeline in the free consultation and deliver in stages, usually enrollment, groups and billing first, then attendance, communication and certificates. Front office staff and teachers learn the platform in one to two hours of training.
Why isn’t a generic CRM enough for a private school?
A generic CRM isn’t enough because it’s built for one-off sales. A school works with recurring relationships: each student has a group, a schedule, a monthly fee and a parent who sometimes pays for several children. CustomCRM starts from that structure. See also the CRM for gyms, also built around subscriptions.
How does CustomCRM protect children’s data?
CustomCRM shows children’s data only to the roles that need it: the front office sees the full profile, while teachers see their group and attendance. Parental consents, for example for photos or for picking up the child, are recorded in the student profile. The data protection policy remains your school’s.