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The widening gap between old systems and modern needs
Maintained schools are operating in an environment that demands clarity, speed, and adaptability. Financial reporting to local authorities, auditors, and governors needs to be accurate and timely. Budget planning now involves detailed forecasting, scenario modelling, and close integration with HR and payroll systems.
Older systems were never designed for this. They were built for a time when financial processes were simpler, when reporting cycles were longer, and when schools could rely on spreadsheets to fill the gaps. Those gaps have widened considerably.
Over time, the cost of maintaining outdated technology becomes less about licensing and more about inefficiency. Each manual reconciliation, each duplicated entry, and each data error carries an opportunity cost. Time spent fixing spreadsheets is time taken from strategic financial management.
That’s why so many maintained schools are choosing to modernise. They’re not reacting to failure — they’re planning for sustainability.
A practical route to modernisation
Access Education Finance offers a route forward that doesn’t require schools to overhaul everything at once. Instead, it provides a structured, supported process that replaces outdated systems with a single, integrated platform for managing all aspects of school finance.
One of the most frequent concerns we hear from schools is that switching systems feels daunting — not because of the technology, but because of the potential disruption. Teachers, business managers, and administrators are already stretched; the last thing anyone wants is another system to learn mid-year.
That’s why we built our FlightPath methodology: a structured, step-by-step implementation framework that makes switching safe, predictable, and fully supported.
Each school is paired with a dedicated consultant who manages the process from start to finish.
- The consultant handles setup, data migration, and configuration.
- Schools provide key information such as ledger codes, cost centre structures, and reporting preferences.
- The process includes guided, in-product training so staff can learn as they go.
Most maintained schools go live within 8 to 12 weeks, and the total effort required from staff is less than a day’s work spread across short, manageable sessions.
“Once we take schools through the process, most realise it’s actually simpler than they expected. The best part is seeing how proud the finance teams are once they’re up and running.” — Kaele Mayor, Access Education Consultant
The role of data cleansing in the switch
Migrating to a new system also provides a valuable opportunity to review and refresh legacy data. Many schools use this process to clean up supplier lists, remove inactive accounts, and reclassify cost centres in line with their latest reporting needs.
This step often delivers immediate benefits: reporting becomes clearer, data entry faster, and auditing simpler. It also helps schools establish stronger data discipline for the future.
Financial flexibility through Buy Now, Pay Later
For many maintained schools, the biggest barrier to change isn’t the process — it’s timing. Schools locked into existing FMS contracts often worry about paying twice or overlapping financial years.
Our Buy Now, Pay Later offer removes that obstacle. It allows schools to start setup and training early, go live when their current contract ends, and only start paying once their new system is in active use.
This flexibility has been particularly effective for schools transitioning from FMS in local authority clusters.
“We were nervous about switching mid-year, but the Buy Now, Pay Later option made it simple. We got everything set up, trained the team, and went live before our old contract even ended — without paying twice. It completely took the pressure off.” — School Business Manager, Liverpool
In Liverpool, for example, dozens of maintained schools used the offer to prepare for their April financial year-end. They completed setup and training during the winter term, went live in early April, and began paying once their new budgets came into effect.
It’s a model that balances operational pragmatism with financial responsibility — and it’s proven to work.
What happens after go-live
Implementation doesn’t end when the system switches on. Each school continues to receive guidance from our Adoption and Customer Success teams, ensuring every finance user remains supported. Schools have access to:
- Webinars, knowledge hubs, and peer user communities
- Ongoing product updates
- Dedicated support for questions and troubleshooting
This approach reflects a wider principle in education technology: that the real measure of success is not how fast a school goes live, but how confidently it continues to operate once the transition is complete.
A change worth making
Every maintained school faces competing priorities — from balancing budgets to meeting compliance obligations — and it’s easy to delay change in the name of stability. But stability doesn’t come from holding onto old systems; it comes from having reliable, efficient tools that let staff focus on running the school.
Modernising your finance system isn’t about chasing trends or adopting technology for its own sake. It’s about ensuring that the financial backbone of your school is strong enough to support the future.
Switching doesn’t mean disruption. With the right partner, it means progress — a cleaner start, stronger data, and a system designed for the challenges of education today.