28 years of excellence, finally backed by operations that match.

A school running on institutional memory and manual effort

AVM HSS had built a strong academic reputation over nearly three decades. But behind the scenes, every administrative department was running on its own disconnected system. Each tool solved one narrow problem and left everything else unaddressed.

1

Fee collection disconnected from admissions

Fees were collected and recorded separately from the admission pipeline. Every month, staff spent hours manually reconciling numbers across systems. Fee structure changes had to be entered in multiple places, and mismatches between what was quoted and what was collected were a recurring issue.

Tools used:T

What didn't get addressed

• No linkage between admissions and fee collection
• Manual reconciliation every month across departments
• Fee structure updates required separate manual entry

2

Admission tracking scattered across files

Enquiry data lived in spreadsheets on individual computers. There was no shared view of which leads were active, which had converted, or which had gone cold. When staff changed or machines were swapped, data was lost.

Tools used:EG

What didn't get addressed

• Multiple versions of the same file across computers
• No single source of truth for enquiry status
• Data had to be re-entered into Tally for fee collection

3

Approvals with no audit trail

Fee waivers, procurement sign-offs, and staff requests were all routed through chat. There was no record of who approved what, when, or why. Disputes were impossible to resolve because the trail simply didn't exist.

Tools used:W

What didn't get addressed

• Zero audit trail on approvals
• Procurement and fee waiver sign-offs lost in chat history
• No way to verify who approved what, or when

4

HR and attendance managed on paper

Staff records, leave balances, and payroll inputs were maintained in physical registers. Errors surfaced only at payroll time, and there was no way for management to get a quick view of HR status across the school.

What didn't get addressed

• No visibility into leave balances or staff records
• Payroll inputs prone to manual errors
• Onboarding had no standardised process

5

Vendor payments without purchase order tracking

Procurement happened through verbal requests and paper bills. There was no way to verify whether what arrived matched what was ordered, or whether a payment had already been made. Duplicate payments and budget overruns went undetected.

What didn't get addressed

• No purchase order tracking
• Duplicate payments with no cross-check
• No budget control or delivery verification

When year-start became a fire drill

Every new academic year, the school had to manually update fee structures in Tally, brief the admissions team separately, and update the Excel tracker, all while fielding parent enquiries. Inevitably, the fee quoted at admission didn't always match the receipt generated at collection.

Procurement for the new term (furniture, lab supplies, stationery) was managed through WhatsApp chains with no PO, no GRN, and no budget tracking. Payments were made against paper bills with no way to verify what had been ordered versus what had arrived.

The shortlist, and why most didn't make it

EFT

Generic School ERP

Covered academics but had no procurement, vendor, or HR workflow module.

TQ

Tally + Add-ons

Strong on accounts, but admissions and approvals remained fully manual.

Custom-built software

12 to 18 month delivery estimate. High cost, no guarantee of post-launch support.

X

Xtend One✓ Selected

Single platform covering admissions, fees, HR, procurement, and vendors, with configurable approvals and live dashboards.

One foundation. Every workflow on top.

AdmissionsEnquiry to seat confirmation, tracked end to end

Fee ManagementCentralised structure, collections, receipts, arrears

Human ResourcesStaff records, leave, payroll inputs, onboarding

ProcurementPurchase requests, approvals, GRN, budget control

Vendor ManagementOnboarding, PO lifecycle, payment tracking

Dashboards & ReportingReal-time cross-functional visibility

The One Platform

Unified Foundation

Operations that finally match the school's high volume transactions

The foundation is set, now they're building on it

With core operations unified, AVM HSS is now expanding into capabilities that weren't possible before:

• Transport route and fee management
• Parent-facing fee payment portal with automated reminders
• Academic performance tracking linked to student records
• Vendor performance scoring and preferred vendor lists

This setup is replicable, not custom-built

If your school is running admissions on Excel, fees on Tally, procurement on WhatsApp, and HR on paper, you're in the same position AVM HSS was in. The workflows are the same. The pain points are the same. The fix is the same.