More than lessons and reports
Running a school involves far more than teaching and timetables. It’s the everyday admin – counting cash, chasing payments, and managing paperwork – that can quietly consume hours each week. For many schools, these processes once took hours out of the week, distracting staff from the work that matters most: supporting pupils.
ParentPay changes that. By moving payments and permissions online, schools are cutting down admin time, reducing debt, and freeing staff to focus on teaching and care. From clubs and trips to wraparound care and dinner money, ParentPay simplifies payments for schools and families alike – with tools like Auto-Top Up, the ability to pay for children at different schools at once and direct payment for third-party activities like music lessons.
With the widest range of payment options available and full PCI DSS compliance, ParentPay is accessible, secure and built for every family. Our dedicated support team are here to handle parent queries, meaning no more calls to the school office.
The Diamond Primary School: from daily cash handling to a cashless future
At The Diamond Primary School, handling dinner money was eating into valuable teaching time. Teachers were spending around an hour every week collecting cash and marking meal choices.
“We are saving 10–15 minutes a day, about an hour a week, per teacher. They were having to take the cash on a daily basis and mark the meal choices each morning in the class.”
– Principal, The Diamond Primary School
The benefits extended beyond the classroom. Catering staff gained confidence, knowing exactly which pupils had ordered what meals. Reducing food waste and smoother lunchtimes.
Once families became familiar with online payments, the school expanded ParentPay to trips, consent forms, and higher-value activities. With clearer records, reduced debt, and easier reminders, parents and staff alike found the system more manageable.
Now, with 99% of parents using ParentPay and over £30,000 processed in one year, The Diamond Primary is almost entirely cashless – saving hours each week and offering families a simpler, more flexible way to pay.
St Peter and St Paul CE Primary School: from paper to progress
At St Peter and St Paul CE Primary School, going cashless wasn’t just about saving time – it was also about removing paper and making life easier for parents.
Admin staff Clair and Charlotte have seen the difference first-hand. Charlotte shared how they tracked adoption early on:
“We noticed a positive impact on time saved within a couple of weeks. We ran a report every week of the parents who had not registered and sent them another activation letter.”
– Charlotte, Administration Assistant
The school also launched an online shop for uniforms, so parents could order and pay from home rather than queuing at the office. This shift freed staff from on-the-spot requests and gave parents more flexibility.
Debt management became simpler, too. Reports now show exactly which payments are outstanding, with reminders sent directly through ParentPay. As a result, the school has seen a significant reduction in debt, while saving hours of admin time every week.
Clair reflected on the overall experience:
“On the whole, we have had a great experience… it has made a massive difference to admin staff and parents. Our teachers also love that there is less paper to hand out at home time! We don’t ever want to go back to office life without it!”
Edinburgh Primary School: saving hours and reducing debt
For Edinburgh Primary School, collecting and reconciling cash was taking too much time. With limited staff, the school needed a more efficient approach that wouldn’t disadvantage families without easy internet access.
School Business Manager Annette House led the move to ParentPay, ensuring parents could pay online or via PayPoint. With careful planning and clear communication, the rollout was smooth and accessible. and keeping parents informed, the transition was smooth and inclusive.
The results were immediate:
“We have saved countless hours of time by no longer dealing with cash. Parents can access balances 24/7 and get text and email alerts; helping ensure school debt has gone from thousands to less than a hundred pounds most weeks!”
– Annette House, School Business Manager
For Edinburgh, going cashless has meant convenience for families and measurable time savings for staff, with a dramatic improvement in debt reduction.
Why schools choose ParentPay
Across The Diamond, St Peter and St Paul, and Edinburgh, the story is consistent: schools save time, families feel more confident, and safeguarding improves when payments are made simple and secure.
- Staff save hours every week: Payment processes are streamlined, and reports are available in a few clicks.
- Parents find it easier: Single basket checkout, Auto-Top Up, flexible instalments, instant reminders make payments simple and stress-free.
- Debt is reduced: Real-time reporting and automated reminders make chasing payments faster and fairer.
Make time for what matters most
ParentPay isn’t just a payments platform; it’s a way to give schools and families time back. With everything in one place, staff spend less time on admin and more time where it counts: supporting pupils.
