You run a small nursery or school and you want to know: what each student's fees come to after sibling discounts, how much of it has fallen due so far, how much was paid, who is behind and whom to call. The free nursery and school fees tracker answers these from one file.
The problem it solves
Fees look simple until things overlap: fees that differ by stage, sibling discounts, installments on different dates, payments that arrive full, short or early, and a student who withdraws mid-year. By hand the usual slips appear: a discount forgotten or applied twice, an installment that falls due unnoticed, a parent who says "I paid" while the book cannot confirm it. The sheet keeps the rules in one place and applies them to every student the same way.
How it works, step by step
- In Settings write today's date, the two sibling-discount rates and the installment plan: each installment's date and its share of the fees.
- In Stages write each stage and its annual fee.
- In Students register each student with a family code (one code for all siblings) and a stage. Add any extra discount as an amount, and "withdrawn" if the student left.
- In Payments log each amount a parent pays.
- The sheet works out net fees, due to date and arrears; read Follow-up and Summary.
What each sheet does
- Settings and Stages: today's date, sibling discounts, the installment plan (its shares must total 100%) and each stage's fee.
- Students: sibling order, discount, net fees, due, paid, arrears and standing: late, settled to date, paid ahead or withdrawn.
- Payments and Follow-up: the payments log, and the late students, largest first, with the parent's phone.
- Summary: collection, arrears and discounts, with a table per stage.
A walk-through with the numbers in the sheet
The names and figures are sample data, not real people. Today is 1 November 2026 and there are four installments of 25% each on 1 September, 1 November, 1 January and 1 March, so 50% is due to date. The second-sibling discount is 10% and the third is 15%.
- Layla Ahmed (nursery, 12,000): first of her siblings, so no discount. Due 6,000, paid 6,000, so she is settled to date.
- Youssef Ahmed (KG1, 18,000): the second sibling, so 10%, or 1,800 off. Net 16,200, due 8,100, paid 4,050, so 4,050 is late.
- The Samir family: Omar (grade 1, 24,000 with an extra 2,000 off) nets 22,000, owes 11,000 to date and paid 5,500, so 5,500 is late. Salma (nursery), the second, nets 10,800 and has paid what is due. Nada (KG1), the third, gets 15% off, nets 15,300, owes 7,650 and paid 3,825, so 3,825 is late.
- Jenny Tarek: withdrawn, so net fees are zero. The sheet shows the 4,500 she paid, for you to decide what to do with.
- Karim Yasser (KG2, 18,000): 9,000 due and nothing paid, so he is the largest late account and has no last payment.
Follow-up lists four: Karim Yasser 9,000, Omar Samir 5,500, Youssef Ahmed 4,050 and Nada Samir 3,825. The Summary shows nine students, one withdrawn. Fees before discounts are 144,000, sibling discounts 5,700 and extra discounts 2,000, so net fees for the year are 136,300. Due to date is 68,150 and arrears 22,375, a collection rate of 67.2%.
What you get out of it
The rules are written once and applied to everyone, you get a call list of late parents with their phones, and you see what fell due, what was paid and what is left. It works in Excel 2016 and later, Google Sheets and LibreOffice, free with no sign-up, and holds 500 students and 2,000 payments.
Using the online version
The template page opens straight on this example. Type in the white cells and the grey ones update at once, and add students and payments from an entry form. You can import your own xlsx made from this sheet, export your work to xlsx, or download the original Excel file. Your data stays in your browser and is not sent to a server. Open the template page or the template list.
Who it suits, and when it is not enough
It suits a small nursery or school whose accounts are kept by one person. Sibling discounts follow the order siblings appear in the sheet, so list the higher-fee sibling first if you want the discount to fall on the lower fee. Siblings with different family codes get no discount. If several staff need to follow fees at once, that is what a custom program is for. See also student attendance, student grades and the installments tracker.
FAQ
How is the amount due to date worked out? Net fees times the share of installments whose date has come.
What happens to a withdrawn student? Mark "withdrawn" and net fees become zero.