Project overview
EFAS is an education management system developed by Replica Lab for schools, madrasas and institutes that operate more than one campus. It brings student records, fee collection, payroll and complete double-entry accounting into one web-based platform, with a consolidated view for head office.
The first deployment is for a multi-campus madrasa network in Pakistan with a head office and two branches.
The challenge
The institution's campuses are in separate locations, so a shared office network was never an option. Each branch had to work independently every day, while head office needed control and visibility over all of them.
- Campuses too far apart for a local network; the system had to work over the internet.
- Each branch needed its own logins, and branches could not see each other's data.
- Only head office could create and manage branch accounts.
- Fees were collected in cash and needed proper receipts and records.
- Management needed journal vouchers, period closing, fee receipt printing, student import and class promotion.
Our solution
Replica Lab built EFAS as a single online system with head office and every branch working in their own space. Branch staff record daily work: students, fees, income and expenses. EFAS posts every transaction to the accounts automatically, so head office can see each campus, or all of them together, at any time.
Core features
- Multi-branch access with branch codes: every user signs in with a branch code. Branch users see only their own campus; head office users see all campuses.
- Head office dashboard: students, staff, income, expenses, outstanding fees and net balance for one branch or all branches, with date filters.
- Student records by GR number: each student has a GR number that holds their full fee history. Students can be imported from Excel and promoted to the next class.
- Fee management: fees are generated for a whole class, collected in one payment across several fee heads, and printed as receipts. Due slips can be printed too.
- Discount approvals: branches request fee discounts with a reason. Head office approves them before they apply.
- Income, expenses and payroll: every entry is linked to an account in the chart of accounts and to the cash or bank account it was paid from. Salaries are managed in the same system.
- Automatic double-entry accounting: EFAS posts debits and credits for every transaction. Opening balances and journal vouchers are supported for adjustments.
- Financial reports: trial balance, income statement, balance sheet, general ledger, aged receivables, income and expense summary, and bank reconciliation, with PDF and CSV export.
- Period closing: head office can lock the books up to a date. Entries in a locked period cannot be added, changed or deleted.
- Activity log and user management: every action is recorded with the user, time and branch. Head office creates users and assigns each one a branch.
Development approach
- Backend built and stabilised first, then the frontend built against the finished API.
- Access rules enforced on the server, not only hidden in the screens.
- Features added after the client meeting: journal vouchers, period closing, receipt printing, student import and class promotion.
- Full test run before deployment, covering every report, branch isolation and the period lock.
- Separate guide books prepared for each branch, plus a launch session for management.
Designed for
- Madrasas and Islamic institutes with more than one campus
- Schools with branches in different locations
- Colleges, academies and other institutes that manage fees, staff and accounts
- Head offices that need one view across all campuses
The outcome
The institution now runs its head office and both branches on one system. Each campus manages its own students, fees and expenses, while head office sees every campus from one dashboard. Fee receipts are printed at the counter, discounts go through head office approval, and closed periods stay locked. Financial statements come straight from the same ledger the campuses post to.
