“How much does school software cost?” is usually the first question a school asks, and the hardest to compare. Two quotes can look similar and end up very different once SMS, apps, hosting and support are added. This guide explains what goes into the price of school management software in Nepal, so you can compare like with like.
How school software is usually priced
- Per student, per year: the most common model. The price grows with your enrollment, which keeps it fair for small schools.
- Fixed yearly licence: one price for the whole school, often in bands such as up to 500 students or up to 1,000.
- One-time purchase plus yearly maintenance: common for systems installed on a server at the school.
- Per module: a base price with extra charges for modules like transport, library or accounts.
None of these is better on its own. What matters is the total you pay over two or three years for the features you actually need.
The costs that are easy to miss
SMS and notifications
SMS is usually charged per message by the gateway. Ask whether app push notifications are included, because they are free to send and can replace most SMS.
Mobile apps
Check that the teacher and parent apps are included for every user, on both Android and iOS, and are published under the vendor's account so you are not paying separately for app store listings.
Online payments
eSewa, Khalti and bank gateways charge their own transaction fees. Ask whether the software adds anything on top, and who the fee is passed on to.
Hosting and servers
Cloud hosting is normally part of the yearly price. If you choose to install on your own server instead, budget for the hardware, backups and someone to look after it.
Devices
Biometric attendance devices, ID cards and GPS units for buses are hardware costs. Ask which devices are supported, so you can reuse ones you already have.
Setup, data migration and training
Some vendors charge separately to configure your fee structures and grading, import old records and train staff. Ask for these in writing.
Support and updates
Ask how long support is included, whether on-site visits are part of it, and whether new features and security updates cost extra after the first year.
Questions to ask every vendor
- What is the total cost for our number of students in year one, and in year two?
- Which modules are included, and which cost extra?
- Are teacher and parent apps included for every user?
- What are the SMS and payment gateway charges?
- Are setup, data migration and training included?
- What support is included, for how long, and what does it cost after that?
- Can we export all our data if we leave?
Cheapest is rarely cheapest
A low price that leaves out training, apps or support often costs more in staff time and frustration than it saves. The better comparison is value: how many hours the system saves your office every month, how quickly fees come in, and whether teachers and parents actually use it. Our school software checklist helps you judge that side.
What AEIMS includes
With AEIMS, cloud hosting, setup around your fee structures and grading, data migration, staff training, the mobile apps and regular updates are part of the service, with one year of on-site and online support included. Pricing depends on your number of students and the modules you need. Book a free demo and we will send a clear quote for your school.
