$1,000 Perpetual License Through December 2025

EduTrak has announced a rare opportunity for districts nationwide: a limited-time Early Adopter Program offering a $1,000 perpetual license for its newest childcare, billing, and attendance technologies. Through December 2025, schools can secure lifetime access to EduTrak’s unified platform—combining child care management, tuition billing, school payments, and food service operations—without recurring licensing fees.

This launch comes at a moment when schools are rapidly transitioning to cloud-based school billing systems and cloud-based school payment solutions to cut manual work and centralize financial operations. EduTrak’s expanded suite now brings together tuition management, cafeteria management, and childcare oversight inside a single, cloud-based fee management software solution built specifically for K-12.

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Unified Tuition and Billing for Every Program

EduTrak’s tuition platform has evolved into one of the most flexible k-12 tuition management systems available. Schools can automate recurring charges, track outstanding balances, and streamline reconciliation through a modern tuition management software and school tuition billing system that handles everything from traditional tuition to extracurricular fees.

Parents benefit from a seamless digital experience supported by advanced tuition payment plan software, automated reminders, contract visibility, and a secure online fee collection system for schools. Districts using PowerSchool can enable deep PowerSchool tuition management integrations so families see tuition, grades, forms, and balances in one place.

Behind the scenes, administrators gain access to robust student billing management systems, custom billing software for schools, and district-wide dashboards for auditing, forecasting, and reconciliation. Whether schools need custom tuition payment solutions, educational billing and invoicing systems, or university billing software for early-college programs, EduTrak adapts easily to their structure.

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Introducing Checkmate + Childcare: Attendance and Billing Connected

The Early Adopter Program includes EduTrak’s new attendance tool—Checkmate—paired with its enhanced childcare module. Together, they create an end-to-end system where attendance flows directly into billing through automated rate rules. This eliminates spreadsheets and delivers accuracy across childcare, extended day, preschool, and after-school programs.

Directors can rely on real-time dashboards, while parents can use a mobile portal to view schedules, check children in and out securely, and make payments using integrated tools similar to those in a secure student fee payment platform.

For districts seeking reliable childcare billing management software that reduces manual oversight, EduTrak’s childcare system is now one of the most complete packages available.

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Modern, Secure School Payments You Can Trust

EduTrak’s platform unifies every type of school payment through a fully PCI-compliant school payment solution. Families can make secure transactions across tuition, childcare, nutrition, or activities using ACH, debit, or credit cards—all processed through a protected k-12 payment processing solution.

This security extends across the entire experience, ensuring safe transactions within the secure tuition billing system, secure student meal payment systems, and secure school cafeteria payment systems built into EduTrak’s ecosystem.

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A Complete, Cloud-Based Meal Payments Ecosystem

With the Total Lunchroom Suite, EduTrak delivers an interconnected set of tools that transform cafeteria operations. Districts gain access to:

• School meal payment software and digital lunch payment platforms
• School cafeteria cloud-based POS and point of sale for K12 schools
• Web-based lunch software with mobile menus and allergen filters
• School food service cloud systems for production and compliance
• School lunch management software for daily operations
• School lunch reporting software for audits and reimbursements
• School lunch system integration that syncs menus, payments, and accounts
• Meal account management software and family-facing tools

With automation built throughout, schools can run faster lunch lines, eliminate cash handling, and ensure accurate reimbursement through built-in nutrition compliance software for schools and free and reduced meal tracking software.

Parents enjoy the simplicity of family account school meal software, where they can manage payments, track balances, and monitor meal purchases from anywhere.

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Automation That Reduces Manual Work Across the Board

What makes EduTrak unique is its ability to consolidate nearly every financial touchpoint into a single system. From automated tuition billing systems to automated school fee collection, digital fee collection for schools, and online school meal payment software, districts finally gain a consistent, unified platform rather than a patchwork of disconnected tools.

Schools can rely on EduTrak as their long-term school billing solution provider, offering a future-proof school billing and invoicing platform and school payment and billing platform designed to scale.

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Why the Early Adopter Program Matters

Schools that join now lock in a lifetime license that includes:

• Checkmate attendance + Childcare integration
• Cloud billing and tuition management
• Meal payments and cafeteria POS tools
• One unified family portal
• All reporting, forecasting, and compliance modules

For a single $1,000 fee, districts gain permanent access to technology that would otherwise cost much more in annual licensing.

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Offer Ends December 2025

As districts look to modernize everything from school fee payment software to school meal plan management systems and custom school payment systems, the Early Adopter Program offers unmatched value.

This opportunity will not be repeated. Districts ready to streamline payments, automate billing, and improve parent experience should contact EduTrak before the program closes.
Why Choose EduTrak for Your School’s Tuition Management?

✅ Save Time – Automate tuition billing, payment tracking, and family communications
✅ Improve Cash Flow – Ensure consistent payments with flexible tuition plans
✅ Enhance Family Satisfaction – Offer convenient self-service payment options
✅ Stay Compliant – Manage tax documentation and financial reporting with ease

Designed for K-12, daycare, private, and charter schools—plus academies, specialized programs, and districts—EduTrak’s all-in-one billing platform streamlines tuition management, giving your team more time to help students thrive.

Schedule a demo to Transform your school’s financial operations today with EduTrak!

EduTrak Q4 2025 Newsletter: Childcare Innovation, Total Lunchroom Suite & Customer-Focused Growth

EduTrak’s November 2025 newsletter showcases a year of remarkable innovation and customer-centric expansion, with game-changing solutions for school childcare programs, comprehensive food service management, and strengthened partnerships across K-12 districts nationwide.

Brand New Childcare Module: Checkmate Enters Beta Testing

EduTrak has officially launched Checkmate, a revolutionary childcare management system currently in beta testing. Designed specifically for before and after school programs, preschool, and extended care, this all-in-one platform eliminates the daily administrative chaos that childcare providers face.

What Makes Checkmate Different?

Streamlined Attendance Management:

• One-touch check-in system using scan or tap technology
• Real-time attendance dashboards
• Improved safety protocols with instant parent notifications
• Paperless tracking that syncs directly to billing

Automated Billing That Adjusts to Attendance: Schools using EduTrak’s childcare module report fewer missed payments and smoother daily operations. The system automatically adjusts billing based on actual attendance, whether programs charge by session, week, or individual attendance records.

Parent-Friendly Mobile Portal: Parents get a single dashboard for everything childcare-related:

• Online registration that syncs to billing in real time
• Live attendance updates
• Payment management with flexible options
• Direct messaging with program staff
• Balance tracking and payment history

All-in-One Platform Benefits:

• Registration, attendance, and payments connected seamlessly
• No messy spreadsheets or missed invoices
• Directors see everything in one place: attendance, balances, and communications
• Staff saves hours previously spent on manual reconciliation

Special Early Adopter Offer

Through December 2025, EduTrak is offering an early adopter program with a $1,000 perpetual license that includes both the Checkmate attendance system and complete childcare billing components. This limited-time offer is perfect for districts ready to modernize attendance tracking and program billing.

Why childcare automation matters: Every hour spent chasing payments or reconciling spreadsheets is time pulled from actually running quality programs. EduTrak’s childcare solution gives staff time back to focus on creating great care environments instead of managing paperwork.

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Total Lunchroom Suite: Complete Food Service Ecosystem

EduTrak has achieved a major milestone by launching the Total Lunchroom Suite—the first fully integrated K-12 food service solution that connects every aspect of cafeteria operations from menu planning to payment collection.

Four Integrated Components:

1. Point of Sale & Free and Reduced Management:

• Streamlined meal payments with multiple payment options
• Automated Free & Reduced eligibility processing
• Faster checkout lines with cashless payment options
• Real-time balance updates for parents and administrators

2. Menu Planning & Nutrient Analysis (Powered by Health-e Pro):

• USDA-compliant menu planning tools
• Comprehensive allergen tracking
• Beautiful, filterable online menus for parents
• Mobile-friendly menu access

3. Inventory & Ordering (Powered by BOSS by Integra):

• Automated ingredient tracking
• Smart ordering systems that connect to menu plans
• Production planning tied directly to recipes
• Complete visibility into food costs and usage

4. Parent Portal & Communications:

• Mobile-friendly parent dashboard
• Real-time balance management
• Daily menu viewing with dietary filters
• Cashless checkout options families actually use

Why It’s Revolutionary

Through strategic partnerships with Health-e Pro and BOSS by Integra, EduTrak now manages, supports, and integrates all three platforms, delivering what Co-CEO David Belford calls “the most comprehensive and high-end solution in K-12 food service.”

The complete ecosystem delivers:

• Faster cafeteria lines
• Fewer billing errors
• Total visibility for nutrition teams and business offices
• Automatic Free and Reduced application updates
• Parent balances that sync in real time
• One system, one login, less manual work

As David Belford explains: “EduTrak has always been strong in front of the house systems: point of sale, payments, compliance, and billing. Now we’ve filled in the final gap. The addition of menu planning and inventory opens up new possibilities for efficiency, insight, and control.”

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A Letter from Co-CEO David Belford: Customer-Focused Innovation

David Belford’s November 6, 2025 letter reflects on one of EduTrak’s most exciting years, emphasizing renewed focus on long-standing customer relationships and face-to-face engagement.

Key Highlights:

Reconnecting with Customers: Sales and account teams have made it a priority to reconnect with districts, understand daily software usage, and ensure continued delivery of quality, reliability, and innovation.

Mission Reaffirmed: “Our mission has always been simple: to make schools better through better tools. Whether that means helping districts collect and track funds more efficiently, manage reimbursements more accurately, or increase participation in their nutrition and activity programs, everything we do comes back to improving how schools operate while saving them time and money.”

On-Site Visits Available: Belford and Co-CEO Brady invite districts to schedule facility visits where they can walk through operations, observe software usage firsthand, and optimize implementations.

Tuition Solutions Continue Growing: Now in its fourth year, EduTrak’s tuition product has become one of the most flexible billing systems on the market, perfect for:

• Recurring tuition payments
• Tuition agreements and payment plans
• Special programs like field trips, camps, and extracurriculars
• Activity fee management

Looking Ahead: “It’s been a remarkable year of progress, and 2026 is shaping up to be even more exciting. Thank you for being part of the EduTrak community. Your partnership continues to inspire what we build next.”

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Employee Spotlight: Karen Knight – 15 Years of Real Support

Food Service Product Specialist and Trainer Karen Knight celebrates 15 years with EduTrak this December, embodying the company’s core value of “Real Support.”

Her EduTrak Journey:

Karen’s path to tech support was unconventional. After owning a large restaurant/bar/ballroom/catering service, a Multiple Sclerosis diagnosis 32 years ago forced a career change. She never imagined working in tech support but has found her calling at EduTrak.

What She Loves Most:

• Onboarding and training new customers
• Answering support calls and spending time helping customers
• Building first-name relationships with district staff
• Providing excellent, personalized customer service

What “Real Support” Means to Karen: “Real Support is something I take to heart. I truly value our customers and understand how important it is for them to get fast, reliable answers when they need help. Whether it’s through a phone call, a Zoom meeting, or an email, I want every customer to feel heard, supported, and valued.”

Personal Life: Born and raised in rural Minnesota, Karen enjoys reading, cooking, baking, and spending time with her 13 grandchildren. She’s an avid sports fan, especially following major league baseball, pro football, and college wrestling (Go Gophers!).

EduTrak’s remote work flexibility has been essential, allowing Karen to manage the challenges of working with a disability while continuing to deliver exceptional customer support.

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How to Get Support from EduTrak’s Team

Multiple Support Channels:

1. Submit a Support Ticket: Access through the Admin Site under Support Tab > Contact Support
2. Call Direct: 1-800-934-2621 (have TeamViewer ready when calling)
3. Email Questions: Contact Martin Latimer at Martin.Latimer@edutrak.com

The support team is committed to providing fast, reliable assistance when districts need help.

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Share Your Success: Testimonials Wanted

EduTrak is asking satisfied customers to share their experiences. When schools are deciding whether to implement new software, they want to hear from administrators who’ve been there.

What They’re Looking For:

• Short, honest testimonials about positive experiences
• Stories about problems solved or processes streamlined
• Quick video calls or written feedback
• No pressure to write lengthy reviews—just a few words about what stood out

Why It Matters: Testimonials are one of the most powerful tools for helping other schools make informed decisions. If EduTrak made your school year easier, solved a tricky problem, or helped operations run smoothly, your story could help another district.

Interested in sharing your story? Reach out to the EduTrak team to participate.

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Final Bytes: Irresistible Roasted Butternut Squash Soup

The newsletter closes with a simple, seasonal recipe perfect for gray fall days:

Roasted Butternut Squash Soup:

1. Peel and cube one butternut squash, toss with olive oil, salt, and pepper
2. Roast at 400°F until soft and slightly browned
3. Sauté onion and garlic in a pot
4. Add roasted squash and cover with broth
5. Simmer for 10 minutes, then blend until smooth
6. Stir in a splash of cream or coconut milk, taste, and season
7. Serve with grilled cheese or croutons

As the newsletter notes: “This one’s hard to mess up and tastes like fall in a bowl.”

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The Bottom Line: Innovation Meets Partnership

EduTrak’s Q4 2025 newsletter demonstrates a company hitting its stride—launching innovative new products while deepening relationships with existing customers. From comprehensive childcare management to complete food service ecosystems, EduTrak continues delivering on its mission to make schools better through better tools.

Ready to modernize your school’s childcare or food service operations?

Schedule a Demo – See Checkmate and the Total Lunchroom Suite in action

Contact Sales – Call 1-800-934-2621 or email for more information

Early Adopter Program – Limited-time $1,000 perpetual license through December 2025

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EduTrak Software: Making Schools Better Through Better Tools | Trusted by K-12 Districts Nationwide Since 2010

(+ Save 10+ Hours Per Week)

Managing school tuition payments manually consumes 15-20 hours per week for most administrators. Between tracking payments, following up on late fees, and reconciling accounts, there’s little time left for what matters most—supporting students and families.

Modern school payment systems can automate nearly every aspect of tuition collection. In this guide, we’ll explore five proven ways to automate tuition payments and transform your school’s billing process.

Why Automate School Payments?

• Time savings: Save 10-15 hours per week on payment processing
• Better cash flow: Reduce late payments by up to 70%
• Fewer errors: Eliminate manual data entry mistakes
• Parent satisfaction: Convenient digital payment options families love
• Lower costs: Reduce staff time spent on payment administration

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1. Set Up Automated Recurring Payments

The Strategy: Allow families to set up automatic monthly payments that process without manual intervention.

How It Works:

Recurring payments are the foundation of tuition automation. Once families authorize automatic payments, your system charges their credit card, debit card, or bank account on a predetermined schedule—eliminating manual processing entirely.

Key Features:

• Multiple payment methods (credit cards, debit cards, ACH transfers)
• Flexible scheduling (monthly, quarterly, custom plans)
• Automatic retry for failed payments
• Email notifications before each charge
• Easy parent portal for updating payment information

Real-World Impact:

St. Mary’s Academy saw their on-time payment rate jump from 73% to 96% after implementing automated tuition payments. Their business office saved 12 hours per week on payment processing.

Quick Win: Start by offering recurring payments as an option. Many families will immediately opt in for the convenience of automated school billing.

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2. Enable Automatic Payment Reminders

The Strategy: Configure automated communications for payment reminders, confirmations, and overdue notices.

Automated Messages Include:

• Pre-payment reminders: Sent 3-5 days before due date
• Payment confirmations: Immediate receipt after successful payment
• Failed payment alerts: Notify families of declined transactions
• Overdue notices: Graduated reminders at 3, 7, and 14 days late
• Custom tuition billing updates: Progress notifications on payment plans

Real-World Impact:

Mountain View Christian School reduced accounts receivable aging by 45% simply by implementing automated payment reminders for their school fee management system.

Implementation Tip: Customize message timing and tone to match your school’s voice. Test different approaches to see what works best for your parent community.

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3. Integrate with Your Student Information System

The Strategy: Connect your digital payment system with your SIS to eliminate duplicate data entry.

Integration Benefits:

• Zero double entry: Student enrollment data syncs automatically
• Real-time updates: Current balances visible instantly
• Automated fee application: Activity fees added automatically when students enroll
• Streamlined reporting: Comprehensive financial reports with enrollment data
• Scholarship management: Financial aid applied automatically from SIS records

Works With Popular Systems:

Your school payment software should integrate seamlessly with PowerSchool, Blackbaud, FACTS, Veracross, and other leading student information systems.

Real-World Impact:

Lakeside Preparatory eliminated 8 hours per week of manual data entry and reduced billing errors by 92% through SIS integration with their digital fee collection system.

Pro Tip: Start with a pilot group during integration testing to identify any data mapping issues before full rollout.

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4. Offer Multiple Digital Payment Methods

The Strategy: Give families flexible payment options with automatic processing for each method.

Payment Options to Include:

Credit and Debit Cards:

• Instant processing with immediate confirmation
• Automatic card updater for expired cards
• Best for smaller, frequent payments

ACH Bank Transfers:

• Lower processing fees (0.5-1% vs. 2-3% for cards)
• Ideal for larger tuition payments
• Direct withdrawal from checking accounts
• Popular for automated tuition billing

Digital Wallets:

• Apple Pay, Google Pay, PayPal
• Faster checkout for tech-savvy parents
• Growing preference for online school payments

Flexible Payment Plans:

• Automatic installment processing
• Monthly, quarterly, or custom schedules
• Built-in fee calculation

Real-World Impact:

Heritage Academy saved $12,000 annually by adding ACH as a payment option. Families using ACH had a 98% on-time payment rate for their school meal payments and tuition fees.

Quick Win: Survey parents about preferred payment methods. Many families would choose ACH but don’t know it’s available for their school lunch payments and tuition.

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5. Deploy Self-Service Parent Payment Portals

The Strategy: Provide 24/7 access to a secure online portal where parents manage payments independently.

Essential Portal Features:

Account Management:

• View current balance and payment history
• Download receipts for tax purposes
• Update payment methods instantly
• Manage multiple students from one account
• Track school childcare billing and after-school program fees

Payment Control:

• Make one-time payments anytime
• Set up recurring payment schedules
• Split payments across multiple methods
• View itemized charges (tuition, activity fees, school cafeteria payments, school meal accounts)

Mobile Access:

• Responsive design for any device
• Mobile apps for on-the-go payments
• Push notifications for payment reminders

Security Standards:

• PCI-DSS compliance for secure student billing
• Multi-factor authentication
• Encrypted data transmission
• Automatic session timeouts

Real-World Impact:

Riverside Elementary reduced front office calls by 60% with their parent payment portal. They saw a 40% increase in families enrolling in automatic payments because portal setup was so simple.

Implementation Tip: Create tutorial videos showing parents how to use the portal. Consider offering a small incentive for early adoption of your digital lunch account or tuition payment system.

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Your Tuition Automation Roadmap

Phase 1: Foundation (Months 1-2)

• Implement comprehensive school billing software
• Set up automated recurring payments
• Create payment confirmation emails

Phase 2: Communication (Months 2-3)

• Configure automated reminders and overdue notices
• Customize messaging for school fee payments
• Test with pilot group

Phase 3: Integration (Months 3-4)

• Connect payment system with SIS
• Migrate family data for digital tuition management
• Test data sync thoroughly

Phase 4: Expansion (Months 4-5)

• Add ACH and multiple payment methods
• Launch parent self-service portal
• Provide training resources

Phase 5: Optimization (Ongoing)

• Monitor adoption rates
• Gather feedback and adjust
• Train new families during enrollment

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Measuring Success: Track These Metrics

Efficiency:

• Hours spent on payment processing (aim for 50-70% reduction)
• Manual payment entries (target: near zero)
• Payment-related support requests

Financial:

• On-time payment rate (target: 95%+)
• Days in accounts receivable
• Late payment rate (target: <5%)

Adoption:

• Families using recurring payments (target: 80%+)
• Parent portal registration (target: 90%+)
• Distribution of payment methods for school tuition payments

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Real ROI: A 500-Student School Example

Time Savings:

• 12 hours/week saved = 624 hours/year
• At $25/hour = $15,600 annual savings

Improved Cash Flow:

• Reduced late payments on school fees
• Faster collection cycles
• $4,500 annual benefit

Lower Processing Costs:

• Switching checks to ACH for digital school payments
• $4,000 annual savings

Total First-Year Benefit: $24,100+

Most schools achieve positive ROI within the first year with automated school fee collection.

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Common Challenges Solved

Parent Resistance: Focus on convenience—never miss due dates, no check writing, 24/7 account access for online tuition payments.

Security Concerns: Explain PCI-DSS compliance and encryption. Share testimonials from families successfully using secure digital payments.

Failed Payments: Automated retry and notification system resolves most issues at first contact.

Integration Issues: Work with vendors experienced in your specific SIS for smooth custom tuition billing setup.

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Transform Your School’s Payment Process with EduTrak

EduTrak’s comprehensive school management platform streamlines every aspect of tuition and fee collection:

✅ Automated Recurring Payments – Set it and forget it billing for tuition, activities, and programs
✅ Digital Fee Collection – Accept credit cards, ACH, and digital wallet payments online
✅ Smart Payment Reminders – Automated notifications reduce late payments by 70%
✅ Seamless SIS Integration – Syncs with PowerSchool, Blackbaud, and major student systems
✅ Parent Self-Service Portal – 24/7 access for payments, receipts, and account management
✅ Flexible Payment Plans – Customize installment schedules for every family
✅ Complete Program Billing – Manage school childcare billing, lunch payments, activity fees, and more

Join 1,000+ schools saving 10+ hours per week on payment administration.

Ready to Automate Your School Payments?

Schedule a Free Demo – See how EduTrak can transform your tuition billing in just 30 minutes.

Download Free Guide – “The Complete School Payment Automation Checklist”

Questions? email sales@edutrak.com

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The Bottom Line

Automated tuition payments eliminate manual work, improve cash flow, and create a better experience for families. Schools consistently report wondering why they didn’t make the switch sooner.

Your administrative staff deserves efficient tools. Your families deserve convenient payment options. EduTrak delivers both with comprehensive school payment automation.

Stop spending 15 hours per week on manual payment processing. Start your free EduTrak trial today.

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EduTrak: Simplifying School Management Since 2010 | Trusted by 1,000+ K-12 Schools Nationwide