Qawmi Madrasa Software: Sabaq for Jamaat, Kitab, Hifz and Chanda Accounts

Why does a Qawmi madrasa need different software?

A general school ERP assumes classes one to ten, a tuition fee and a board exam. A Qawmi madrasa has jamaat levels with Arabic names, students who move between the hifz department and kitab classes, boarding and food costs, and an income that comes mostly from chanda and donations rather than tuition. The accounts must satisfy a management committee and, often, donors who ask where their money went. Sabaq was built around those realities, and because it is Bangla first, the muhtamim (principal), nazim (administrator) and accountant can use it without translating anything in their heads. Our English home page gives the general overview; this page covers what matters to Qawmi institutions in particular.

How are jamaat and kitab classes handled?

You create your own class list. Most Qawmi madrasas set up something like the table below, but the names, order and number of classes are yours to decide, and shifts and branches can be added for larger institutions.

Students keep one profile as they move from nazera to hifz to kitab classes, so their history stays in one place.

How do chanda, donation and boarding accounts work?

Money is the part Qawmi madrasas ask about first. Sabaq separates student fees (tuition, boarding, admission, exam) from chanda and donations, so that a receipt can be printed for every taka that comes in and the committee can see three clear totals: what students paid, what the community gave regularly, and what came as one time donations. On the expense side, salary, food, utilities and construction are recorded by category. The monthly income and expense statement prints in Bangla, ready for the committee meeting. Dues lists per student help the office follow up on unpaid fees before they become a problem. The Bangla fees page and accounts page show the screens.

What about the hifz department?

Hifz classes are kept as their own classes, and teachers mark each student’s daily lesson on the web. Parents see the progress on their phone, and the madrasa can print hifz progress reports. Our hifz madrasa software page covers this in more depth.

Boarding: the part most Qawmi madrasas ask about first

A Qawmi madrasa with residential students is running a kitchen as well as a school, and that is usually the messiest ledger in the building. Sabaq keeps it in the same system rather than a separate notebook.

• Which students board, and which seat and room each one has
• Daily meal entries, so a month’s food is a record rather than a memory
• The bazar ledger, with a photo of the paper memo attached to the entry. The software shrinks a large phone photo when it saves, so it still opens quickly a year later
• A monthly boarding bill that joins the student’s ordinary dues instead of being chased separately

The point is not the kitchen. It is that at the end of Ramadan somebody can answer the committee’s question about where the money went, from a screen, in a minute.

What the bazar entry actually records

Each day’s shopping is one entry, and it carries more than a total. There is a receipt number and a date, the fund the money came from, and the items themselves listed one by one with the weight and the price of each, so a month later you can see what rice cost in March rather than only what the day cost. Underneath that sits the total, the name of the person who did the shopping, a note, and the photograph of the paper memo.

Two of those fields do more work than they look. Naming who shopped is not about suspicion; it means that when a price is queried months later, everyone knows who to ask. And separating who buys from who writes the entry is the single practice that keeps a kitchen ledger credible, in software or on paper.

Daily lesson evaluation, in a kitab class

This module was built for exactly the question a Qawmi guardian asks: did my son actually do his lesson today? A teacher picks the class, subject, book and month and gets a grid, then taps each student’s cell for that date to mark it good, average, weak or absent. Future dates cannot be marked, so nobody fills the week in advance.

Monthly and yearly totals build themselves, and print with signature lines for the class teacher and the head teacher. Guardians see the same figures on their own panel, and the madrasa can switch on a message at a fixed time each day. It runs on the web rather than in the app. Full detail on the daily lesson evaluation page.

Fees from home, without the office re entering anything

Guardians who work away from the area can clear dues online. They sign in, tick the months, and pay on a secure SSLCommerz page by card, mobile banking or internet banking. The receipt is created immediately and stored as an ordinary fee receipt, so dues, the student ledger and the fund balance all move on their own. Your madrasa opens its own SSLCommerz merchant account and enters the store details once; it is not on by default.

More than one campus

Many Qawmi institutions grow into a second or third campus, often a hifz branch a few kilometres away. One login covers them. A switcher at the top moves the whole system to another branch, each branch keeps its own income, expenses and dues, and a teacher can be tied to a single branch so they never see the others. A new branch inherits the class and subject structure rather than being built again.

Non teaching staff

Teacher salary is straightforward. The cook, the guard, the cleaner and the clerk are the ones who usually stay on paper. HR and payroll covers them: profiles with department and designation, attendance and leave counted as working days, salary structure with allowances and deductions, monthly payroll, pay slips, and separate records for bonuses, loans and advances.

One price, nothing sold module by module

Everything on this page is inside the plan. Sabaq does not charge for features one at a time, so a Qawmi madrasa using boarding, hifz classes, kitab classes and multi branch pays the same licence as one using fees and attendance alone. Only things with a real cost behind them are extra: SMS credit, RFID cards, biometric devices and a website.

How are exams and results set up?

You define your own exam terms (for example half yearly and annual), subjects and full marks per jamaat, and your own grading. That means the internal exams can follow the same subject structure your students will later face in the Befaq (the Qawmi education board) examinations, and marksheets and merit lists print without retyping. Results can also be published to parents through the app. Details in Bangla on the exams page.

Attendance, SMS and the parent app

• Attendance taken by teachers in the app, or automatically from ZKTeco fingerprint and face devices, with absence SMS to guardians.
• SMS for due reminders, results and notices.
• A free Android app where guardians see attendance, dues, results and notices, which matters for boarding students whose families live far away. The daily lesson mark is on their web panel. See the app page.
• ID cards, admit cards and certificates printed from ready designs.

What does it cost a Qawmi madrasa?

The same as any madrasa: BDT 500 per month, BDT 5,000 per year or BDT 20,000 one time, plus a one time installation fee of BDT 2,000 under 200 students or BDT 5,000 above. Subdomain, hosting, the app, updates and support are included. Full details are on the pricing page.

Qawmi madrasa software FAQ