The monthly bills are ready on their own, and a second person approves the batch.

The billing month, step by step

1. Auladia prepares the month’s batch from what each pupil is signed up for (fees, school lunch, after-school activities, bus) and applies discounts and grants.
2. If the parents split the cost, each share is worked out to the cent so that both add up exactly to the fee. On a 50 % split, the odd cent goes to whoever is listed as the main payer.
3. The system prepares each family’s pre-notification with the amount and the debit date, with the notice period the school has agreed: 14 days if no other has been agreed.
4. The finance manager generates the batch: the SEPA file in the bank’s format, which is uploaded to the school’s online banking. Mandates blocked by an earlier return are left out.
5. The head teacher, Montserrat Vidal, reviews and approves it with two-factor authentication. The head’s role cannot generate batches, and the system does not let the person who generated a batch approve it.
6. When you upload the bank’s returns file, each returned debit appears under the batch’s «Retornat» (returned) figure with its reason, and the family sees the bill as returned by the bank.

The screen above is the made-up school’s September batch: settled, with the returns counted and, debit by debit, the bill, who pays and under which mandate. What each return code means and what to do about it is in the SEPA direct debit guide.

Paper mandates still count

A SEPA direct debit needs a mandate signed by the account holder, with a unique reference and the creditor identifier, as Regulation (EU) 260/2012 requires. If the school already holds them on paper, they are imported with the rest of the data and, once the school states where it keeps the originals, they are valid from the first month: no scanning needed.

A new family registers its account from the family portal, with two-factor authentication, but the mandate stays as a draft until they hand the signed direct debit form in to the school. A web form does not capture the signature the bank requires, and the bank returns an unsigned mandate.

Who sees each bill

• Pol’s mother, Rosa Sánchez, sees one bill in her name on her Today screen: her half. She does not see the father’s, Marc Rovira, and he does not see hers. Each receives their own invoice or receipt.
• A pupil aged 14 or over with their own account sees nothing of the family’s finances: not the fee, the discounts or the split.
• If a court order removes a parent’s parental authority and that parent paid a share, they still see and pay their own bills, and nothing else.
• Approving a batch for the bank and changing a mandate require two-factor authentication.

The cash desk and the cash limit

At the front desk, Anna Ribera, the school secretary, takes cash for bills and records sales of materials paid in cash, by card or with Bizum, and prints the receipt or invoice there and then.

Spanish Law 7/2012, art. 7 bans cash payments of 1,000 euros or more when one party is acting as a business or professional, and adds up all the payments a single service has been split into. Auladia applies the limit automatically, also when both parents pay separately for the same service.

Invoice or receipt, depending on the school’s VAT

School education, childcare and school lunch provided by the authorised school itself are VAT-exempt in Spain (VAT Law, art. 20.1.9), and those transactions do not require an invoice (RD 1619/2012, art. 3). That is why Auladia supports both: invoice or receipt, as your adviser tells you. Sales of materials, with their VAT, are invoiced.

Invoicing with VERI*FACTU is built: the chained record, the tax QR code and submission to the Spanish Tax Agency. We will switch it on at your school once we have signed the statement of compliance and tested submission with the Agency, before the dates set by Royal Decree-law 15/2025. Who has to adapt and when is in the VERI*FACTU guide.

Frequently asked questions

Sources

The rules and official documents this page cites.

1. Regulation (EU) No 260/2012 establishing technical and business requirements for credit transfers and direct debits in euro EUR-Lex
2. Law 7/2012, article 7: limits on cash payments (Spanish) BOE
3. Royal Decree 1619/2012, invoicing obligations, article 3 (Spanish) BOE
4. Law 37/1992 on VAT, article 20.1.9: education exemption (Spanish) BOE
5. Royal Decree-law 15/2025, first final provision: new deadlines (Spanish) BOE

This page describes what Auladia does on the review date; what it does not do yet is on Coming next. Published on 5 October 2026.