Initium – From Admissions to Accounting

If you own or run a small kindergarten, you already know the job is two jobs.

By day you look after children, parents and teachers. By night you chase fees, match bank payments, file supplier bills, send notices, and wonder whether the numbers your accountant asks for at year end will add up.

Most schools juggle a register book, a few spreadsheets, a separate accounting package and a lot of messages to hold it together.

Initium replaces that patchwork with one system where the school side and the money side share the same records. Enrol a child once, and that child’s fees, discounts, receipts, statements, attendance and report cards all flow from the same record, and the money goes straight into your books.

And your team can use it in the language they are most comfortable with: English, Bahasa Malaysia or Bahasa Indonesia, chosen by each user.

Get started quickly

Bring your existing records with you. Import your families, students and suppliers from a spreadsheet (CSV), so you do not have to type them in again.
Start mid-year. Import your opening balances and outstanding invoices, deposits, supplier bills and bank items, then go live without waiting for a new financial year.
A ready-made chart of accounts for your country, which you can extend with your own accounts and headings.

Know every child and every family

One record per family and child. Parents and guardians, emergency contacts, family doctor and siblings are linked together, so you see the whole family at a glance.
Health and safety details where staff need them. Record allergies with their severity, dietary restrictions and medication for each child. Teachers can see the medical details for the children in their classes.
Authorised pick-up persons, with photos. Keep a clear list of who may collect each child, with a photo of each person, so staff at the gate can check at a glance.
Re-admit returning children. When a child who left comes back, re-admit them in a few clicks, keeping their history and choosing which fees and discounts carry over.
Look after personal data properly. When children have left, the Principal can clear their sensitive details (ID, medical, pick-up persons, files, attendance and report cards) while keeping the financial records you are required to hold.
Stay within your licence (Singapore). Record your centre’s licensed capacity, and Initium warns you when an enrolment would take you over it.

Fees and billing that run themselves

Fee schedules by level and academic year. Set your tuition, meals, materials and other fees once, per level, and Initium knows what each child should be charged.
Discounts built in. Sibling, staff and scholarship discounts are applied automatically when you bill.
Monthly billing run. Produce every family’s invoice for the month in one step, instead of typing them one by one.
Deposits handled properly. Student deposits are held separately from fees and shown per child on the family page and statement.
Singapore subsidies, end to end. Record each child’s subsidy and Initium deducts it on the invoice. Then claim from the agency, record the agency’s payment, and see what is still owed to you.

Collect payments without the detective work

Tell parents where to pay. Invoices and statements end with your bank details (“Kindly make payment to”), so parents pay to the right account.
Receipts that allocate themselves. When a parent pays, Initium settles the oldest fees first, then any outstanding amounts. Overpayments become family credit and can be applied to the next invoice.
Email invoices, receipts and statements. Send them to parents straight from Initium as PDF attachments, and see on each document when it was emailed.
Follow up on what is outstanding. The Statements screen lists families who owe, by how long, so you can email all their statements at once or print them all as one PDF.
Credit notes, refunds and write-offs are all recorded against the family’s account with a clear trail.

Keep parents informed

Announcements. Write a notice once and email it to the whole school, chosen levels or classes, or chosen families, or print it to send home. Parents choose whether they receive announcements by email, and Initium respects that.
Replies come straight to you. Initium sends the emails for you, so there is no email server to set up, and when parents reply, the reply goes to your school’s own email address.

Purchases and bank, sorted

Suppliers and bills. Record supplier bills and credits, attach the scanned invoice, and pay several bills in one payment.
Bank in one place. Record other receipts and payments, move money between accounts, bank your cash and cheques through deposits, and reconcile each bank account against the statement.
Petty cash without the fuss. Set up a petty cash account.

Real accounting, without needing to be an accountant

Everything posts automatically. Invoices, receipts, refunds, supplier bills and bank transactions post themselves to the ledger. No double entry by hand.
Tax codes you control, with rate history, so your invoices and bills carry the right tax.
Manual journals for the adjustments your accountant asks for, with automatic reversal when you need it.
Financial reports on demand: Profit and Loss, Balance Sheet, Trial Balance and General Ledger, always up to date.
Month locking and year-end close. Lock months once they are checked so nothing changes behind your back, and close the financial year in a few clicks.

The classroom side, too

Daily attendance registers for each class, with attendance rates for each child.
School calendar for holidays and events, so registers only expect school days.
Report cards. Use the standard development scale and categories (reading, writing, numeracy, behaviour, social skills) or set up your own, then finalise each child’s report card for the term.
End-of-year promotion. Initium proposes which children move up a level, graduate or stay, and moves them into next year’s classes for you.

Control, without slowing you down

Roles that match how small schools work. Principal, Finance, Administrator and Teacher each see and do what their job needs. In a small school one person often wears several hats, so a user can hold more than one role.
Approvals where you want them. The Principal chooses which transactions need approval, such as refunds, write-offs, credit notes, supplier payments and manual journals. Finance prepares them, the Principal approves, and the Principal’s home page shows what is waiting.
Attachments on transactions. Keep the scanned supplier invoice or receipt with the record it belongs to.
Your documents, your brand. Invoices, receipts and statements carry your school name, logo, business name, registration number and operating licence number (KPM, ECDA, DepEd or Disdik).

Your data stays yours

Export everything, any time. The Principal can download all of the school’s data, reports and files as a single ZIP, ready to open in a spreadsheet.
Clear terms and privacy. Every user accepts the licence agreement and privacy policy, and Initium keeps a record of each acceptance, which helps you show you take personal data protection seriously.
Secure sign-in. Staff sign in with their own accounts, and can reset a forgotten password themselves by email.

Built for Southeast Asian kindergartens

Initium is designed around how kindergartens in Malaysia, Singapore, the Philippines and Indonesia actually operate: monthly fees, deposits held for each child, sibling discounts, government subsidies and licensed capacity in Singapore, and local licensing details on every document. It runs in your browser in English, Bahasa Malaysia or Bahasa Indonesia, so there is nothing to install on your computers.

Spotlight: made for Singapore preschools

Running a preschool in Singapore means working with ECDA every month: subsidies to deduct, claims to make, payments to match and a licence to keep in order. Initium handles that work for you, and these screens appear only for Singapore schools, so they never get in anyone else’s way.

Subsidies on every child’s record. For each child, record the subsidy agency, scheme, approval reference, start and expiry dates and the monthly approved amount, and upload the approval letter as proof.
Deducted automatically when you bill. You mark which fees can be subsidised. The monthly billing run takes each child’s subsidy off those fees, never more than the fees themselves, so parents only see what they actually owe.
Books that match the subsidy. Your fee income is recorded in full, and the subsidy amount is tracked separately as money the agency owes you. Your accounts always show what is due from parents and what is due from the agency.
Monthly claims in a few clicks. Initium builds each month’s claim for each agency from the subsidies on your posted invoices, and gives it a claim number when you submit it. Each child’s subsidy can only be claimed once, so nothing is claimed twice or missed.
Match the agency’s payments. Record each agency payment and Initium applies it to the oldest claim first, so you always know which claims are paid and what is still outstanding.
Deal with shortfalls cleanly. If the agency will not pay part of a claim for a child, choose to bill the family for it or write it off, with a clear record either way.
Your ECDA licence on file. Keep your ECDA licence number and expiry date in the school profile. The licence number is printed on your invoices, receipts and statements.
Stay within your licensed capacity. Record the number of children your licence allows, and Initium warns you when enrolling or re-admitting a child would take you over it.
Set up the Singapore way. Singapore dollars, PayNow and cheque payment methods, NRIC, FIN and birth certificate ID types, and a licence agreement that refers to Singapore’s Personal Data Protection Act 2012 come ready from day one.

Spend your time on the children

Initium gives you one place to see your students, your families and your finances, so month end is a routine instead of a scramble, parents get clear invoices and notices, and your accountant gets clean books instead of a box of receipts.

Ready to see it in action? Contact Deltatech for a demonstration.