Most 'free' school software is free to download, while hosting, SMS, support, data migration and bank set-up are where costs appear later. EDUBase's Android apps are free; terms for the platform itself are agreed with sales.
What does 'free school software' usually mean?
A search for free school software or a school software free download returns very different things. Some products are free to install but need you to run your own server. Some are free only for a small number of students. Others give away the apps and charge for the system behind them.
None of these is wrong, but each moves the cost to a different place. A school director should ask not 'is it free?' but 'who pays for hosting, messages, training and fixes once we depend on it?'
- Free download: you may still need a server, a technician and a backup routine.
- Free tier: usually limited by students, campuses or modules.
- Free apps: the phone apps cost nothing, but the system they connect to may not.
- Free for a short period: check what happens to your data when the period ends.
Which costs appear after the software is installed?
Software for a school is not a one-time purchase. Fees, attendance, exams and payroll run every day, so the running costs matter more than the download.
Before you commit, ask the vendor to name who is responsible for each item below, in writing.
- Hosting and uptime: who runs the servers and who answers when the system is slow?
- Backups: where are they kept, and who restores them?
- SMS and WhatsApp: who pays the message charges, and can you use your own SIM?
- Data migration: who loads your students, fee plans and old dues?
- Training: live sessions, videos or only a manual?
- Support: what hours, and through which channel?
- Bank collection: who sets up and tests the connection with your bank?
- Custom changes: can a missing feature be added, and by whom?
What is free in EDUBase, and what is not?
EDUBase Cloud is a cloud-hosted school management platform built in Pakistan. It offers free Android apps for parents, teachers and owners, and the QR Attendance App is a free scanner app. In total there are 4 free mobile apps on Google Play. The Free SMS Sending App is downloaded from the portal, not from Play, and sends the portal's SMS queue from the school's own SIM, so the school pays only its normal SMS package.
Commercial terms for the platform itself are not set out on this page. They are discussed with sales on +92 300 0148829 or at [email protected]. Ask for them in writing before you decide.
- Free apps: Parents, Teachers, Owners and QR Attendance (Android).
- Free SMS Sending App: uses your own SIM, so you pay your normal SMS package.
- Platform terms: agreed with sales, not stated here.
What should you get for the money you do pay?
Whatever the commercial model, the services around the software decide whether it works in your school. EDUBase states that it runs managed cloud hosting with one database per school, regular backups and external monitoring with alerts.
Its onboarding service has the school fill a student data Excel, the EDUBase team uploads it, and old dues and past payments can be loaded so the first challan is right. Training is by live online sessions on Google Meet, module-wise YouTube playlists, an in-app Docs page and an AI assistant. Live support runs 9:00 AM to 5:00 PM on working days by WhatsApp group, phone and in-app assistant.
Bank integration setup is also a service: EDUBase configures routing with the school's bank, shares test vouchers and confirms the inquiry and payment tests before vouchers go live. Bank collection works with HBL, Bank Alfalah, Meezan Bank, PayPro and KuickPay, and through them 1Bill and 1LINK channels.
How do you test a 'free' offer before you rely on it?
Run your real month through the software, not a demo. Generate challans, take a payment, mark attendance and print a result card. Then check what you can take out again.
Also confirm that you can export your data. EDUBase reports export to Excel or CSV, which is the kind of exit route to ask any vendor about.
- Ask for a written list of what is free and what is charged.
- Ask where your data is stored and whether it is separate from other schools.
- Ask what happens to your data if you stop paying or stop using the software.
- Ask who answers the phone when fees go wrong on the 1st of the month.
- Ask whether new features and updates are included or sold separately.
Where the cost of 'free' school software tends to appear, and what EDUBase states for each item
| Cost area | What to ask any vendor | What EDUBase states |
|---|---|---|
| Mobile apps | Are they really free and on Google Play? | Free Android apps for parents, teachers and owners; 4 free apps on Google Play |
| QR attendance scanning | Is the scanner app free? | The QR Attendance App is a free Android scanner app |
| SMS | Who pays message charges? | Free SMS Sending App uses the school's own SIM; the school pays its normal SMS package |
| Hosting | Who runs and monitors the servers? | Managed cloud hosting by EDUBase, one database per school, external monitoring with alerts |
| Backups | Where are they kept? | Regular database backups kept off the application servers |
| Data migration | Who loads old data? | EDUBase team uploads the student Excel; old dues and past payments can be loaded |
| Training | What format and when? | Live Google Meet sessions on request, YouTube playlists, in-app Docs and AI assistant |
| Support hours | When can you reach a person? | 9:00 AM to 5:00 PM on working days; AI assistant, videos and documentation round the clock |
| Bank set-up | Who tests with the bank? | EDUBase configures routing and confirms bank tests before vouchers go live |
| Platform terms | What are the commercial terms? | Discussed with sales |
Related modules
- Cloud Hosting, Backups & Data Isolation — Your school's data in its own database, on managed cloud servers, backed up and monitored.
- SMS, WhatsApp & Notifications — Reach parents by SMS, WhatsApp, branded SMS or app notification, from every screen that matters.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Parents App Controls — See adoption, control what unpaid families see, and manage parent logins from the web portal.
- QR, Biometric & Geo Attendance — Automatic in/out marking from QR cards, biometric machines and phone location.
- AI Assistant & Automation — Ask the built-in assistant in English or Roman Urdu, speak instead of type, and let it fill forms.