School Management Information System
One system for a school's academics, student affairs, finance, and correspondence.
0852-3207-7932 · kukohsantoso013@gmail.com · qkohst.github.io
Letter of offer
Tuban, 16 September 2026
To
At your office
Dear Sir or Madam,
With this letter I am submitting an offer for School Management Information System. The application is already built and already in use, so it can be installed for your institution without waiting for development to start from scratch.
Inside this bundle you will find the problems this application answers, its module list and screens, the price, technical requirements, the support commitment, and the installation timeline. Everything is stated plainly so you can judge it yourself before deciding.
If any part needs to follow rules specific to your institution, please say so. Adjustments like that are normal and already accounted for.
Yours sincerely,
Kukoh Santoso
Web Developer
Contents
- Letter of offer01
- Contents02
- Summary03
- The proposed solution04
- Modules and features05
- Inside the application (1/2)06
- Inside the application (2/2)07
- Benefits you can measure08
- Two ways to take it09
- Optional additional work10
- Included · Not included11
- Technical requirements and data security12
- Process and timeline13
- Questions and answers14
- Terms and conditions15
- How to start16
- Agreement sheet17
About the provider
- 5years of experience
- 27projects delivered
- 4ready-made products
The applications in this offer are built by me, not resold from someone else. That is why any adjustment can be made directly, with no middleman and no waiting in a vendor queue.
Since 2021 I have built school administration systems, point-of-sale applications, and billing systems for schools, private companies, a financial-sector authority, and village administrations.
Summary
- 01
A school administration platform that consolidates work normally scattered across spreadsheets and paper ledgers.
- 02
Six user roles with separated permissions, so each staff member sees only the data they are responsible for.
- 03
Developed incrementally since 2021 and still being extended — a mature system, not a prototype.
- 04
Two routes available: buy a ready-to-use licence, or have it built to your school's own rules.
The problem it solves
- Student records, grades, and payments live in separate spreadsheets that are easily overwritten.
- Attendance is tallied by hand at every month's end — slow, and easy to get wrong.
- Student billing and payments are hard to trace when a parent asks about them.
- Incoming and outgoing mail is never logged, so nothing can be found when it is needed.
- Discipline records sit in each teacher's own notebook and never accumulate into a picture.
- Parents only learn about a problem at report time, far too late to act on it.
The proposed solution
All administrative work moves into one place with firm separation of access. A teacher records attendance for their own class, finance staff never touch academic records, and a student sees only their own file.
Everything that matters to a parent — attendance, discipline, and payment receipts — is sent automatically over WhatsApp the same day, so the school does not have to wait for the end of term to communicate.
Every report exports to both Excel and PDF, so the formats the school already uses for district reporting can still be produced without retyping anything.
Who uses it
- AdminSchool master data, academic year, teachers, study groups, and students.
- Correspondence AdminClassification, incoming and outgoing mail, disposition, and mail agenda.
- Finance AdminStudent billing, payment transactions, savings, and school cash flow.
- TeacherDaily attendance for the subjects they teach, and their teaching timetable.
- Counselling TeacherRecording violation points and handling student welfare cases.
- StudentViewing their own attendance, bills, savings, and discipline record.
Modules and features
| Module | Description |
|---|---|
| Roles and permissions | Six roles with menus and data firmly separated by responsibility. |
| School master data | School profile, academic year, teachers, staff, study groups, students, alumni, and departed students. |
| Alumni and leavers | Records of graduated and departed students, kept apart from active data, with Excel export. |
| Timetable and subjects | Subject setup and class timetables per study group. |
| Daily attendance | Per-subject attendance recorded directly by the teaching staff. |
| Violation points | Recorded by the counselling teacher, with points accumulating automatically. |
| Digital correspondence | Classification, incoming and outgoing mail, disposition, and mail agenda. |
| Student finances | Billing details, payment transactions, and savings deposits and withdrawals. |
| Student savings | Cash deposits and withdrawals on student savings, with balances, reports, and notices to parents. |
| School finances | Cash categories plus income and expenditure records. |
| Reports and export | Financial, attendance, and violation reports exportable to both Excel and PDF. |
| WhatsApp notifications | Attendance, discipline, payments, and savings are reported to parents the same day. The sender runs on your own server, not a subscription service. |
| Password recovery | Users reset their own password with a one-time code, without waiting for an admin. |
| Announcements | School announcements every role can read, written by the admin, the office, or the finance desk. |
| In-app guidance | Interactive tour, documentation, and contextual help on every page. |
| Bulk import | Initial data loaded from Excel files, with quick search on every data table. |
Inside the application (1/2)
Inside the application (2/2)
Benefits you can measure
| Task | How it is done now | With the application | Estimated saving |
|---|---|---|---|
| Monthly attendance summary | Tallied by hand from each class register | Already summarised, ready to print or export to Excel | ~6 hours a month |
| Answering a parent about a bill | Searched through the cash book and receipt files | The payment history for that student opens in seconds | ~10 minutes down to under a minute |
| Telling parents their child is absent | Phoned one by one when there was time | A WhatsApp message goes out the same day on its own | No more late notice |
| Preparing the school financial report | Retyped from several books and Excel files | Income and spending reports export by category and period | ~1 working day a month |
| Collecting student discipline records | Scattered across each teacher's own notebook | Gathered into one history per student with its points | Student-affairs summaries need no re-collecting |
The figures above are estimates based on how this work usually runs before the application is in place, not measurements taken at your institution. Once I have seen how you work, the estimates can be adjusted.
Two ways to take it
Buy ready-made
The application is built and proven. Installed, branded as yours, and in use straight away.
Rp7.000.000
One-time licence
- 16 modules, 6 user roles
- Installation, initial data loading, and training
- Two months of support after handover
Right for you if your workflow resembles the one shown on the previous pages.
Built bespoke
Redesigned around your own rules and workflow, using this system as the starting point.
Rp12.500.000 – Rp23.500.000
Depending on the scope of adjustment
- Everything in the ready-made package
- Adjusted modules, reports, and print formats
- The exact figure follows once needs are recorded
Right for you if your institution has rules that cannot bend and the system must follow them.
The licence is paid once. There is no annual fee and no monthly subscription.
Payment stages
| Stage | When | Amount |
|---|---|---|
| Stage I · 50% | On signing the agreement | Rp3.500.000 |
| Stage II · 50% | On handover | Rp3.500.000 |
Optional additional work
| Additional work | Cost |
|---|---|
| A simple new menu or report | Rp450.000–Rp750.000 |
| A report with custom calculations and filters | Rp900.000–Rp1.800.000 |
| Adjusting a print format to match institutional rules | Rp300.000–Rp600.000 |
| Migrating data from an old system not in Excel form | Rp1.200.000–Rp2.400.000 |
| Reinstalling onto a new server | Rp450.000–Rp900.000 |
| Extending support, per month | Rp600.000 |
The figures above are ranges. The exact price is stated and agreed once the requirement is clear, so no invoice ever arrives unexpectedly.
Included · Not included
Included
- Usage licence for one school, with no cap on users or student numbers.
- Installation on the school's server or a host of your choosing.
- Migration of your existing data from current Excel files.
- Identity setup: name, logo, letterhead, and numbering formats.
- Online training for administrators and teacher representatives.
- Two months of support after handover.
Not included
- Server, domain, and SSL certificate costs (we can help arrange these).
- A dedicated WhatsApp number for sending notices, along with the sender service that runs on the same server.
- Hardware such as computers, scanners, or printers.
- New modules beyond the list above — quoted as separate work.
Support and guarantee
The first two months of support after handover are included in the licence price.
- Channel
- WhatsApp and email, straight to the developer. No ticket numbers and no intermediary staff.
- Service hours
- Monday to Friday, 08:00–17:00 WIB. Outside those hours messages still arrive and are answered on the next working day.
Response targets
| Type of problem | Target |
|---|---|
| The application will not open, or work has stopped | Answered the same day, handling starts that day |
| A function calculates or displays something incorrectly | Answered within 1 working day, fixed in 1–3 working days |
| Questions about how to use it | Answered within 1 working day |
- Scope of support
- What is handled at no cost is bug fixing: a function that already exists but produces the wrong result. Requests that add a new menu, report, or workflow count as additional work, and the price is always stated and agreed before anything is built.
- After two months
- After two months, support can be extended for a fee. The monthly cost is listed under optional additional work, and you only take it when you need it.
Technical requirements and data security
| Item | Description |
|---|---|
| How it is installed | It can be installed on a server the institution owns, over the local network, or on online hosting or a VPS. Both use the same application. |
| Minimum server | 1 processor core, 1 GB RAM, 20 GB storage. |
| Recommended server | 2 processor cores or more, 2 GB RAM or more, 40 GB storage or more. |
| Server software | PHP 8, a MySQL or MariaDB database, and an Apache or Nginx web server. |
| User computers | Minimum dual core 1.5 GHz with 2 GB RAM. A Core i3 equivalent with 4 GB RAM is recommended. |
| Browser | A current version of Chrome, Edge, or Firefox. Nothing needs to be installed on each computer. |
| Access control | Every user has their own account, with menus limited to their role. Passwords are stored encrypted, never as plain text. |
| Data backup | The database can be backed up on a schedule to a separate file. How to do it is covered in the training; running it routinely stays under your control. |
| Data ownership | All data inside the application belongs to your institution. I keep no copy of it and use it for nothing else. |
Process and timeline
-
01
Consultation
Gathering requirements, school rules, and the report formats already in use.
Estimate: 2–3 days
-
02
Installation
Server preparation, application setup, and school identity configuration.
Estimate: 2 days
-
03
Data migration
Importing teachers, students, study groups, and outstanding bills.
Estimate: 3–5 days
-
04
Training
Walking administrators and teachers through it until they can work unaided.
Estimate: 2 days
-
05
Handover
The system fully running, with documentation and accounts for every user.
Estimate: 1 day
Total estimate: 13 working days
Questions and answers
- What if the developer stops working or cannot be reached?
- The application keeps running because it is installed on your own server, not on a service I operate. A copy of the database and instructions for backing it up are handed over at handover, so another developer can take over if needed.
- Why is the source code not included?
- That is precisely why the licence costs far less than building from scratch. If you do need the source code, there is the bespoke route, or buying the source code under a separate agreement.
- Can our existing data be moved in?
- Yes, as long as it is in Excel or can be exported to Excel. Loading the initial data is included in the licence price.
- Is there a limit on the number of users?
- No. The licence covers one institution with no cap on accounts or on the number of computers using it.
- What if we need a menu or report that does not exist yet?
- It can be added as additional work. The estimated hours and cost are stated and agreed first — never built quietly and invoiced afterwards.
- Do we need an internet connection?
- Not necessarily. Installed on a local server, the application runs over the network inside the building. Internet is only needed if you want to open it from outside.
- Can we try it before buying?
- Yes. I will show you the application running with sample data, over an online meeting or a visit, before you decide.
Terms and conditions
- Licence payment: 50% on agreement, 50% on handover.
- The first two months of support after handover are included in the licence price. After that it can be extended for a fee.
- The licence covers one institution, with no cap on users or computers, and cannot be transferred to another institution without a new agreement.
- Source code is not included in the licence; it is available under a separate agreement.
- What is handled at no cost is bug fixing. Adding a new menu, report, or workflow counts as additional work, with the price agreed beforehand.
- You provide the data and information needed during installation. Delays in providing data shift the timeline accordingly.
- All data inside the application belongs to you. I keep it confidential and use it for nothing else.
- Responsibility for the content and the transactions recorded in the application rests with you as the user.
- Training is delivered online. If attendance on site is requested, travel and accommodation are charged separately.
- Prices exclude applicable taxes, and exclude server, domain, and SSL certificate costs.
Valid until 16 December 2026
How to start
Tell me what you need
Reach me on WhatsApp or by email. Describe your institution, roughly how many users, and which parts of this offer need adjusting.
Online meeting and demo
I show you the application running with sample data, then we agree the scope of work and the timeline.
Signature and first payment
Once the agreement sheet is signed by both parties and the first payment is received, installation begins along the timeline on the previous page.
How to pay
Payment is made by bank transfer to an account in the name of Kukoh Santoso. The account number is provided with the formal invoice once the agreement sheet is signed, and every payment is answered with a receipt.
Closing
Thank you for taking the time to read this proposal. I am ready to discuss any adjustments you need before you decide.
Agreement sheet
This is the sheet that gets signed. Print this page, fill in and sign the right-hand column, then send it back to me.
- Offer number
- 001/QST/TBN/IX/2026
- Product
- School Management Information System
- One-time licence
- Rp7.000.000
By signing this sheet, both parties confirm they have read and accepted the scope of work, the price, and the terms and conditions set out in this offer. The signed sheet is what starts the work.
Provider
Tuban, 16 September 2026
Kukoh Santoso
Web Developer
0852-3207-7932 · kukohsantoso013@gmail.com
Accepted by
Place and date:
Name and signature
Position:
Institution:
Send this sheet back over WhatsApp or by email to the address above. A scan or a clearly readable photo is equally valid.
The print dialog will open — choose “Save as PDF” as the destination to get the file, or print straight to A4 paper.