One connected stack. One monthly rhythm.
Four tools do the collecting, paying, and capturing. Everything lands in QuickBooks Online, where we do the accounting. Subscriptions for all of it are included in your fixed monthly fee.
Built on tools designed for enrolment and Canadian compliance
No messy manual data entry. Everything integrates cleanly into QuickBooks Online so nothing is keyed twice.
TUIO
Collect tuition, registration fees & recurring instalments
Invoicing, automated payment plans, credit card and pre-authorized debit (PAD) processing, digital enrolment forms, and receivables tracking — built specifically for schools, childcare, and activity programs across Canada and the US.
- Automated pre-authorized debits & credit card runs
- Parent and family self-service portal
- No more chasing uncollected cheques or e-Transfers
Wagepoint
Pay instructors, coaches, teachers & staff on time
Dedicated Canadian payroll software handling direct deposits, statutory CPP & EI withholdings, federal and provincial tax remittances, Records of Employment (ROEs), and year-end T4 slip preparation.
- Automatic CRA source deduction remittances
- Direct deposit to Canadian employee bank accounts
- Employee online portal for paystubs and tax slips
Dext
Capture receipts and invoices without paper clutter
Staff and instructors snap photos of receipts on their phones or forward supplier bills via email. Dext reads the data via Optical Character Recognition (OCR), codes the GST/HST, and stores digital audit-trail copies for your annual review.
- Zero lost paper receipts in shoe boxes
- Automatic invoice categorization and GST breakdown
- CRA-compliant digital document archive
QuickBooks Online
Reconcile, code, and report your numbers cleanly
Every connected tool exports directly into QuickBooks Online, where Course Ledgers reconciles all bank and credit card accounts, codes fund accounting allocations, and generates your monthly board package.
- Your organization always owns the QBO subscription & data
- Real-time financial visibility for board treasurers
- Audit-ready chart of accounts tailored to your organization
Who does what: absolute clarity on roles
Written directly into your engagement agreement, so there is never a question about where a task sits. You keep every governance control; we handle all execution.
| Operational Area | Primary Tool | Your Organization (Board & Staff) | Course Ledgers Team |
|---|---|---|---|
| General Accounting | QuickBooks Online | Full access to financial reports; owns all data and banking credentials. | Sets up General Ledger (GL) accounts; performs monthly bookkeeping, account reconciliations, and financial reporting. |
| Tuition & Fees | TUIO | Designs and sets up program offerings and tuition schedules (descriptions, fee structures, discounts); administers family enrolments. | Reconciles bank deposits against tuition payments; oversees bookkeeping and accounting. |
| Payroll & Remittances | Wagepoint | Maintains staff roster; approves hours; releases each direct deposit run. | Posts journal entries and tracks CRA remittances. |
| Expenses & Bills | Dext | Approves spending; staff snap receipt photos or forward supplier invoices. | Extracts line items, codes GST, publishes to QuickBooks, and files documentation. |
| Year-End Reporting | QuickBooks Online | Appoints the CPA firm or internal review committee; signs representations. | Prepares clean financial reports and answers auditor documentation queries. |
A smooth 3-stage transition for your organization
Switching from spreadsheets or a departing volunteer treasurer doesn't have to be stressful. We guide you step by step.
Discovery & Stack Configuration
We review your current chart of accounts, fee schedules, staff list, and banking feeds. With your input, we configure TUIO, Wagepoint, Dext, and QuickBooks Online, and transfer or establish tool subscriptions.
Onboarding & First Parallel Run
We help you with the initial setup and testing of programs and tuition schedules in TUIO, staff information in Wagepoint, and expense submitters in Dext. We configure your GL accounts in QuickBooks Online and run your first tuition billing cycle or payroll run together.
The Routine Monthly Rhythm
Your organization runs on cruise control. Financial reports are delivered every month: Profit & Loss, Balance Sheet, and budget summaries.
Ready to see what the transition looks like for your organization?
Book a 30-minute introductory call. We will review your current systems, explain the onboarding process, and provide a clear indication of your monthly cost.