Per-student or fixed price: which costs a school less?
It depends on enrolment. A per-student fee is cheaper for a very small school, while a fixed price becomes cheaper once enrolment passes a break-even point, found by dividing the fixed price by the per-student fee. Beyond that point, each additional enrolment costs nothing more with a fixed price.
The calculation is simple, but run it with the enrolment you will have in two or three years, not just this year's. This article gives the method, worked examples in FCFA, what "fixed price" does not cover, and the questions to ask a vendor before signing.
How does each pricing model work?
School software vendors mostly use three models, and we see them side by side in our comparison of school management software in Cameroon.
- Per-student fee: the bill follows enrolment. Each enrolled student adds an amount per year.
- Subscription by tier: a monthly amount covers a given enrolment, and extra students are billed beyond the tier.
- Fixed price per school: a yearly amount depending on the plan, whatever the number of students. This is ClassMata's model: 50,000 XAF (Basic), 100,000 XAF (Pro) or 250,000 XAF (Premium) per year.
A per-student fee has a real advantage: it starts low. Its drawback is that the cost grows as the school succeeds, and you have to watch the thresholds where the rate changes.
From how many students does a fixed price become cheaper?
The break-even point is the fixed price divided by the per-student fee. At 1,000 FCFA per student per year, ClassMata's Pro plan (100,000 XAF) becomes cheaper from 100 students. The per-student rates below are examples: one of the per-student price lists we reviewed runs from 500 to 1,500 FCFA per student per year.
| Enrolment | 500 FCFA/student | 1,000 FCFA/student | 1,500 FCFA/student | ClassMata Basic | ClassMata Pro | ClassMata Premium |
|---|---|---|---|---|---|---|
| 150 students | 75,000 | 150,000 | 225,000 | 50,000 | 100,000 | 250,000 |
| 300 students | 150,000 | 300,000 | 450,000 | 50,000 | 100,000 | 250,000 |
| 600 students | 300,000 | 600,000 | 900,000 | 50,000 | 100,000 | 250,000 |
| 1,000 students | 500,000 | 1,000,000 | 1,500,000 | 50,000 | 100,000 | 250,000 |
Break-even points against each plan: 100, 50 and 34 students for Basic (at 500, 1,000 and 1,500 FCFA per student); 200, 100 and 67 students for Pro; 500, 250 and 167 students for Premium. The calculation only makes sense if the compared modules are the same: the Basic plan does not include fees and billing, nor HR and payroll, which start at the Pro plan.
Example: a school of 300 students at 1,000 FCFA per student pays 300,000 FCFA a year, three times the Pro plan (100,000 XAF); the same school at 600 students pays 600,000 FCFA, six times as much, while ClassMata's price has not moved. To run the calculation yourself:
- write down your current enrolment and the one you expect in two years;
- ask the vendor's per-student rate and what it includes;
- divide the fixed price by that rate to get the break-even point;
- compare that point with your two enrolment figures.
What does the word "fixed" not say?
"Fixed price" means the price does not depend on the number of students, not that there are no other costs. With ClassMata, four items belong in the budget, all stated on the Pricing page:
- Licence renewal: 50,000 XAF per year for Basic, 100,000 XAF per year for Pro and for Premium.
- Installation and training: free with Premium, not included in Basic and Pro.
- Add-ons: SMS/email and the school website are ordered on top; student/parent–teacher communication is an add-on for Basic and Pro.
- Modules by plan: fees and HR/payroll from Pro; library, transport, infirmary, canteen, extracurricular activities and assets management in Premium.
Ask every vendor for the same list, whatever their model: compare the three-year total cost, not the headline price.
Which questions should you ask a vendor before signing?
Six questions are enough to compare two offers honestly:
- What is the price based on? Enrolled students, active students, classes, users, or the school?
- Where are the thresholds? At what enrolment does the rate change, and what do you pay beyond it?
- What is the second-year price? Is there a renewal fee, and how much?
- What is not included? Installation, training, SMS, website, additional modules.
- How long is the commitment? Monthly, yearly, a discount for a yearly commitment?
- What happens if enrolment drops? Does the price follow down, or stay the same?
During the trial, also check that the software covers your heaviest tasks, for example report cards and collecting fees in instalments (fee structures in the manual). Our school management software guide offers six selection criteria.
Frequently asked questions
Does ClassMata charge per student?
No. The price is fixed per plan and per year: a school with 200 students and a school with 2,000 students pay the same amount for the same plan.
Is a fixed price always cheaper?
No. For a very small school, a per-student fee can cost less. Work out the break-even point by dividing the fixed price by the per-student fee, and compare equivalent modules.
How much does ClassMata cost?
50,000 XAF per year for Basic, 100,000 XAF per year for Pro and 250,000 XAF per year for Premium, per school, with a licence renewal of 50,000 to 100,000 XAF per year depending on the plan.
Can I try ClassMata before buying?
Yes. The demo application is available for free at demo.classmata.com, with nothing to install.
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