Put every expense in context
Organise spending by category and funding source, with location and class or project tags to help explain what each purchase was for.
Preschool Expense Management
Little purchases. A clearer picture of school spending.
From craft supplies to groceries, school spending adds up quickly. Koonection keeps expenses and receipts together, helps you record who paid and makes it easier to see where your preschool’s money goes.
Made for South African preschools, creches and ECD centres.
A practical routine
How it works at your school
Simple steps that fit around the busy business of caring for children.
- 01
Capture the purchase
Create an expense with its date, amount and category, and attach the receipt. Administrators and clerks can capture expenses from the dashboard or Koonection app.
- 02
Let the slip scanner help
Photograph a till slip to read its vendor, date, totals, description and reference into the form. Review the details before saving a draft or confirmed expense.
- 03
Keep reimbursements visible
Record whether the school or a staff member paid. See expenses still owed back to staff and mark reimbursements settled when repayment has been made.
The helpful details
Built around real preschool life
Find the records you need
Filter expenses by period, status, category, payment method and who paid. Review confirmed spending and outstanding reimbursements from the expense overview.
Share a useful summary
Export expense records as CSV or a PDF report for your bookkeeper, committee or funding records. Enable Expenses under Settings, Finances to get started.
A few good questions
About preschool expense management
Can I capture school expenses from my phone?
Yes. Administrators and clerks can use the Koonection app to capture expenses and photograph till slips when Expenses is enabled for the school. Expense management is also available in the web dashboard.
Do I check the scanned receipt before it is saved?
Yes. The scanner fills in readable details from the slip, and you review and correct them in the expense form before saving. You can keep an expense as a draft or mark it confirmed.
Can we track purchases paid for by staff?
Yes. Record the staff member who paid personally. The expense shows as owed back until an administrator or clerk marks the reimbursement settled. This records reimbursement status; repayment is made by the school.
Can I export expense records for our bookkeeper?
Yes. The dashboard provides CSV and PDF exports, with filters to select the period and expense records you need. Amounts are recorded in South African Rand.
More room for the little things
Bring your school’s admin together.
Explore preschool expense management alongside attendance, fees, parent communication and reports in Koonection.