The process in brief
Start by running and saving your key reports. Next, retire the payment requests you’ve finished with and roll over the ones you’ll need next year. Once your school roll has updated for the new year, roll over your rules, which is when families are charged. Finish by tidying up your groups, categories, item status and last year’s rules.
Quick reference
You’ll find the end of year checklist and the roadmap attached at the bottom of this page. Download them to keep next to you as you work through each step.
Report settings
Report | Where to find it | Filters | When to run it |
Trend analysis | Financial performance | Report type: Payment request category.
Breakdown: Payment request item. Date range: All time. Retired payment requests: Show retired requests.
| Before you retire anything and before the year ends |
Student payment status | Student payment tracking | Report type: Student item progress or Student payment history | Before you retire, because retired items are not visible in this report |
Summary | Financial performance | Report type: Payment request category.
Breakdown: Payment request item. Choose the payment request year. Transaction date range: All time.
| Optional. Can be run later for any year, including retired items |
Four key things to remember
- Export your key reports before you retire anything.
- Export Trend analysis before the year ends.
- Double-check your selection on Payable status before retiring. Schools can’t undo retiring themselves.
- Wait until your school roll has updated for the new year before applying any rules. Applying rules is when families are charged.
You can do everything else in your own time.
Questions and answers from the session
Retiring payment requests
Retiring doesn't delete any data. Payments stay in your Financial performance Summary report (with Show retired requests selected) and on the Connect and Order status pages. Retired items won't appear in the Student payment status report. If you need help getting that information, contact the Customer Support team.
Yes. Retiring permanently removes the payment requests you select from family accounts, as well as from your Payable status page and some report views. It doesn't delete any data, and payments are still visible to families under Transactions in their own account, and to you on the Connect and Order status pages.
Retiring only affects the payment requests you select. To retire for students who are leaving, use the year filter on Payable status. If your student management system is Kamar or Hero, you can use the enrolment status filter to show left students only. Check what's showing before you retire.
Retiring clears out payment requests you no longer need so your Payable status page and family accounts are tidy for the new year. Include paid items, along with unpaid and part-paid ones, so everything for the year is cleared.
No. For donations that were genuine but have run their course, retire them once you've run your reports. Unapply (on Payable status) is only for payment requests applied in error where no payments have been made. It leaves no record, so your financial reporting won't show the full picture, like the percentage of donations paid.
Yes. You can wait until donations have stopped coming in before you retire. Remember to run your Trend analysis report in December.
Payable rollover
Yes. Payable rollover can be done whenever suits your school. The Payable rollover page updates at the start of Term 4.
Yes. The Payable rollover page is ready from the start of Term 4, and you can roll over a payment request as soon as its costs are confirmed. Doing it early lightens your January workload. Rolling over creates a new payment request for next year without affecting this year's, so rolling over your 2026 Donation leaves it unchanged. Rolling over doesn't charge anyone. Families are charged when you apply rules, so wait until your school roll has updated before doing that.
Yes. The year field is updated for the new year automatically. Check the name and all the other details before you save and publish.
Yes. You can update the description, price and other details on the Payable catalogue page, as you would during the year. Make changes before you apply the payment request to families, especially if the cost changes.
Leavers and family accounts
Yes, while the student is still on your roll. What happens after they're marked as left depends on your student management system. If you use Kamar or Hero, caregivers stay connected and can pay outstanding requests for at least 3 months (see the article Can caregivers make a payment for a left student?). For other systems, contact the Customer Support team to check how left students appear on your roll.
When you retire them. Unpaid items stay visible to parents after you mark them Historic or disable last year's rules, as long as Hide Part Paid and Hide Unpaid are left unticked. If a student has left, see "Can leaving students still be sent payment requests?" for what caregivers can see.
Credits stay on the family's Kindo account, and the family decides what to do with them. They can leave the account open with the credit in it, for example if they have other children still at school. If they close the account, they can withdraw the credit for a $2 fee or donate it to their school or a charity at no cost.
Reports and resources
Yes. You can run the reports as many times as you like with different filters. Run Trend analysis and Student payment status before you retire.
Yes. The recording was sent automatically to everyone who registered, and it's at the top of this page.
Yes. The steps are in the end of year checklist, which you can download from the Related articles and lessons section below.
Changes at your school
Let our Customer Support team know about any of these before the new year: