How to Choose a School ERP in India: A 10-Point Checklist
By the eVidya Digital team ·
Most school ERPs look similar in a brochure. The differences show up in the details: how well they handle your board's report cards, your fee structure, your data migration and your staff's training. Use these ten questions when you compare vendors and book demos.
1. Does it support your board?
Ask to see a report card generated in your board's format, whether CBSE, ICSE, or a State Board such as WBBSE. Check that grading weightage, terms and co-scholastic areas can be configured, not just displayed.
2. Can it handle your fee structure?
Indian schools rarely have one flat fee. Check multi-head fees, instalments, late fines, sibling discounts and concessions, and ask how dues reports look for the accountant.
3. Can parents pay online?
Look for integration with Indian payment gateways and support for UPI, net banking and cards, with automatic reconciliation and instant receipts.
4. Are there real mobile apps?
Parents and teachers will use the phone far more than the website. Check that Android and iOS apps exist for parents, teachers and administrators, and try them during the demo.
5. How is existing data migrated?
Ask who imports your student records, fee structures and staff data from Excel or your old system, and how long it takes. A good vendor does the mapping and validation with you.
6. How long does go-live take?
Basic setup can take a day or two. A full rollout with integrations and training usually takes one to two weeks. Get the plan in writing.
7. Where is the data stored, and who can see it?
Ask about encryption, role-based access, backups and where servers are located. For student data, Indian data centres and clear export and deletion terms on cancellation matter.
8. What training and support is included?
Check the number of training sessions, whether onsite training is available, support hours and response times, and whether you get a named account manager.
9. Can you start small and add modules?
Modular pricing lets you begin with fees, attendance and report cards, then add transport, payroll or the LMS later without changing systems.
10. What is the total cost?
Compare the full yearly cost for your student count, including setup, training, SMS and payment gateway charges, not just the per-student headline price.