Staff Salaries

This is where you track what you pay your teachers and your admins, month by month. It works just like Student Payments — same monthly view, same statuses, same printable receipts. Your center's other running costs live here too, under Expenses.

▶Paying your staffSample video

Placeholder. Set default salaries, record a payment, print a salary receipt, and track your center's expenses.

Setting default salaries

Teachers and admins have separate default salaries.

1. In the left sidebar, click My Center.
2. Open the Finance tab.
3. Fill in Default Amount under Teacher Default Salary.
4. Fill in Default Amount under Admin Default Salary.
5. Click Save Finance Settings.

Field	What to enter
Teacher Default Salary	What a teacher earns per month. Leave at 0 if it doesn't apply.
Admin Default Salary	What an admin earns per month. Leave at 0 if it doesn't apply.
Currency	Shared with student fees — one currency for the whole center.

The two defaults are independent. Changing the teacher amount never touches the admin one.

Paying one person a different amount

1. Go to Teachers (or Admins) and open the person.
2. Click Edit.
3. Fill in Custom salary.
4. Click Save.

Leave it empty to use the default for their role.

Past months stay as they were

Changing a default salary doesn't rewrite months you've already recorded. Only new months pick up the new amount.

The monthly overview

There are two separate pages, so teacher pay and admin pay never mix:

• Teachers → Teacher Salaries
• Admins → Admin Salaries

Each shows one row per active staff member for one month. Use the month picker and arrows in the top-right to change month.

The cards at the top show Total Staff, Paid, Partial, Unpaid, and Collected (how much you've actually paid out of the total owed).

You can search by name or email, filter by Status, and click any column header to sort: Staff Member, Monthly Salary, Paid / Due, Status, Payment Date.

Status	What it means	What you do
Unpaid	You haven't paid them for this month yet.	Record the payment when you pay.
Partial	You've paid part of it.	Record the rest when you pay it.
Paid	Fully paid.	Nothing. Print their receipt if they want one.

The status is calculated from the amounts — you never set it yourself.

Recording that you paid someone

1. Click the staff member's row (or the + icon under Actions).
2. The Record Salary window shows their Monthly Salary, Already Paid, and Remaining.
3. Type what you're paying now.
4. Set the Payment Date and the Payment Method.
5. Add Notes if useful.
6. Click Record Salary.

Field	What to enter	Required?
Amount Paid	What you're paying right now.	Yes
Amount Due	Leave empty to use their normal monthly salary.	No
Payment Date	When you paid. Defaults to today.	No
Payment Method	Cash, Bank Transfer, Check, Mobile Money, or Other.	No
Notes	Anything worth recording. Up to 1000 characters.	No

If there's already a record for that month, the window says Update Salary and the field becomes Amount Paid Today. What you type is added to what's already recorded, and the window shows the New total live.

You can only add, not subtract

The update window always adds on top. If you record too much by mistake, delete the record and enter it again.

When a month becomes fully paid, that teacher or admin gets a notification telling them their salary was paid. Turn it off in Notification Settings.

One person's salary history

Open the person from Teachers or Admins and go to their Salary tab.

You'll see their monthly salary at the top, how many months are recorded, how many are paid, partial and unpaid, the Total Paid, and the Total Remaining — then one row per month.

Click Record This Month if this month isn't recorded yet, or click any month's row to top it up.

Printing a salary receipt

1. Find the row for the person and the month.
2. Click the Receipt icon under Actions.
3. A Generate receipt window opens showing their name, their role, contact details, the month, payment date, method, notes, and the amount.
4. Click Generate PDF. The file downloads straight away.

The PDF has your center's logo, name, address, contact details and tax ID (ICE) at the top, a receipt number, a Billed to block for the staff member, the amount and period, the payment method and notes, and empty signature and stamp boxes.

تلميح

Those header details come from My Center → General. Fill them in once and every receipt you print will look right.

The Receipt icon only appears once you've recorded some money for that month.

Salary reminders

QraOnline can remind you about salaries you still owe. Two separate reminders, each with its own switch:

Reminder	When it sends	Who gets it
Remind before the payment is due	A set number of days before the due date.	Every admin at your center
Remind when a payment is late	A set number of days after the due date.	Every admin at your center

The due date is the last day of the month. Only unpaid or partly paid salaries are chased.

These go to you, not to your staff

Unlike student fee reminders, salary reminders go to your admins — you're the ones who need to pay. That means one unpaid salary can generate a notification for each admin. Your teachers and admins are only ever notified when their salary is actually marked paid.

To change or switch them off, go to My Center → Finance → Payment reminders, or My Center → Notifications → Salaries. Pick how many days before or after (1, 2, 3, 5, 7, 14, or 30) and which channels to use. See Notification Settings.

Each row also has a WhatsApp icon for sending one reminder by hand. It needs a phone number on the person's profile, and it's greyed out once they're fully paid.

Expenses

Rent, electricity, cleaning, internet — everything your center pays for that isn't a salary. Go to Finance → Expenses in the left sidebar.

Recurring expenses (rent, electricity)

Set these up once and they appear automatically every month, so you never have to remember them.

1. On the Expenses page, click the Recurring Expenses icon in the top-right.
2. Click Add Recurring Expense.
3. Fill in the form:

Field	What to enter
Name	What it is, e.g. Rent, Electricity.
Description	Optional extra detail.
Fixed Amount	The amount, if it's the same every time.
Variable amount	Tick this if the amount changes each month — for example electricity. You'll type the real amount when you record the payment.
Frequency	Weekly, Monthly, Quarterly, or Yearly.
Due day of month	Which day of the month it's due, from 1 to 28.

4. Click Add Recurring Expense.

Recurring items are tagged Fixed or Variable in the list.

تلميح

Deleting a recurring expense stops it appearing in future months. Payments you already recorded for past months are kept.

One-off expenses

For something that only happens once — a repair, new chairs, a licence renewal.

1. On the Expenses page, click Add One-Time Expense.
2. Fill in the Title, Description, Amount, Amount Paid, Payment Date, Payment Method, and Notes.
3. Click Save.

These are tagged One-time in the list.

The monthly expense overview

The Expenses page works like the salary pages — one month at a time, with the month picker in the top-right. Every recurring expense for that month is already listed, whether you've paid it or not.

The cards at the top show Total Budget, Total Paid, Remaining, and the number of Expenses. You can search and filter by Status (Unpaid, Partial, Paid).

To mark something as paid, click Record Payment on its row, enter the amount and the payment details, and save. For a variable expense, type the actual amount for that month.

ملاحظة

Expenses don't have printable receipts — that's only for student payments and salaries. You keep the supplier's own invoice for those.

Common questions

A teacher or admin isn't in the list. Only active staff appear. Also, super-admin accounts never show up on the Admin Salaries page — only your regular sub-admins do.

Every admin is getting salary reminders, not just the person who does payroll. That's how it works — any admin could be responsible for paying, so they all get notified. There's no way to send it to just one person.

I don't see the Receipt icon. It only appears once some money has been recorded for that month.

Can my sub-admins do this? Only if you've given them permission to view and manage salaries, or expenses. Without it they won't see the menu items at all. See Roles & Permissions.

Is this related to my QraOnline subscription? No. That's separate — see Paying for Your Subscription.