Payment gateways
Payment initiation, status and reconciliation, posted straight to the student fee account.
Integrated university ERP
Run every office of your university on one record.
AQOONex brings admissions, academics, examinations, student fees, finance and HR onto a single platform. A student entered once is known everywhere.
15integrated modules
8phase rollout
3ownership options
Executive dashboardSample data
Semester 1 overviewAll campuses · Updated today
Enrolled students4,812+6.2%
Applications1,236+11%
Fees collected78%+4 pts
Staff on payroll342steady
Fee collections by month ($k)
AprMayJunJulAugSep
Results approved
Engineering92%
Business81%
Health sciences67%
Education54%
Serves every office
- Admissions
- Registrar
- Examinations
- Bursar
- Finance
- Human Resources
- Library
How it works
Data is entered once and flows to every office.
The student record created at admission carries through academics, examinations, fees and reporting. Every module works from the same master data under controlled workflows.
AdmissionOne student record
Profile, documents and ID, created once at admission.
AcademicsProgram, courses, timetable, registration
ExaminationsGrades, GPA/CGPA, transcripts
Student feesInvoices, payments, scholarships
FinanceLedger, receivables, budgets
GraduationEligibility and certificates
ReportingLive dashboards and exports
Modules
Everything the university runs, in one system.
Each module shares the same database, so a change in one office is visible to every other office that needs it.
15modules
4areas
1database
4 modules
Students and academics
From the first application to graduation.
- Admissions
Online applications, applicant tracking and conversion of approved applicants into registered students.
- Student records
Configurable ID formats, full profiles and digital documents on one shared record.
- Academic management
Colleges, departments, programs, courses, curriculum, semesters, timetable, registration and progression.
- Examinations and results
Grade entry with approval, continuous assessment, GPA/CGPA, transcripts, certificates and repeat exams.
3 modules
Finance and HR
Fees, accounts and people in one ledger.
- Student fees
Fee structures by program and level, invoices, receipts, scholarships, discounts and reminders.
- Accounting and finance
General ledger, payables and receivables, bank and cash, budgets and statutory reporting.
- Human resources
Employee records, contracts, attendance, leave, payroll, recruitment and performance.
4 modules
Learning and operations
Teaching, library and campus supplies.
- Learning management
Online courses, materials, assignments, assessments and exams, with Moodle integration.
- Library management
Catalogue, borrowing, returns, fines and digital resources.
Available on request - Procurement and inventory
Requisitions, purchase orders, suppliers, goods received, stock and assets.
- Communication
SMS and email, announcements, templates and automated reminders.
Available on request
4 modules
Insight and administration
Oversight, structure and control.
- Dashboards and reporting
Live view of enrollment, admissions, revenue, collections, expenditure and staff statistics.
- Multi-campus and multi-college
Centralized reporting across campuses with scoped access.
Available on request - Security and administration
Users, roles, permissions, audit trails, backup and recovery.
- Integration and technical
APIs, payments, SMS and email, website, biometrics, import and export.
Available on request
Modules marked "Available on request" are enabled during implementation when your institution needs them.Every plan includes all modules
Multi-campus and joint programs
Set up the system the way your university is organized.
Model every level from university to course. Leadership sees consolidated figures, while each dean, registrar and finance office works only within its own scope.
Central reporting
Enrollment, finance and results consolidated across campuses.
Scoped access
Permissions follow the unit a user belongs to.
Joint programs
Admissions, records and transcripts for programs run with partner universities.
Shared structures
Curriculum, fees, results and certificates managed once for the program.
Administration · Organization structureSample data
University / Main campus / College of Engineering+ Add unit
- UniversityRoot
- Main campus
- College of Business
- College of Engineering
- Dept. of Computing
- Dept. of Civil Engineering
- College of Health Sciences
- Branch campus
- Joint programs
- MSc Public HealthPartner
College of Engineering
Faculty · Main campus
Departments4
Programs11
Students1,284
Academic staff63
Access scope
- DeanWhole college
- College registrarRecords and results
- Finance officeFees only
Security and deployment
Controlled access to sensitive records.
Student, staff and financial data sit behind role-based permissions, with audit trails on important activity. Host it in the cloud or on your own servers.
Security
- Permissions by function and scope
- Audit trails on key actions
- Secure sign-in and sessions
- Scheduled backup and recovery
Deployment
- Browser access over HTTPS
- Central database and API layer
- Scales with students and staff
- Cloud or on-premises
Integrations
Connect AQOONex to the services you already use
SMS and email
Admission, registration and payment notices sent through your SMS provider and mail server.
University website
Portal integration and online applications that land directly in the admissions queue.
Moodle and LMS
Course, enrollment and grade data exchanged with Moodle or similar platforms.
Biometric attendance
Staff and student attendance captured from compatible devices into HR and academics.
Data import and export
Structured transfer of institutional data, from legacy systems in and reports out.
Each integration is configured during implementation using your provider's API or interface. Payment gateways, SMS credits and email delivery are billed by the providers.
Discuss your integrationsImplementation
How we take your university live.
Eight phases in four stages. The final schedule is set after discovery, data assessment and integration scoping, and your representatives sign off at each stage.
Phase 1Plan
Agree what the system must do.
Discovery and confirmation
Confirm workflows, organizational structure, academic rules, fee structures, reports, integrations and priorities.
Phases 2–4Build
Configure the platform around your university.
System configuration
Campuses, colleges, departments, programs, courses, academic years, users, roles, fees and accounting.
Data migration
Review existing data, prepare templates, clean and validate, import approved records and reconcile.
Integration
Configure and test payments, SMS and email, website, LMS, biometric and other approved integrations.
Phases 5–6Validate
Prove it works and prepare the people who use it.
Testing and UAT
Functional, integration and role and security testing, then acceptance by designated representatives.
Training
Administrators, academic, finance, HR, library and procurement users, and management.
Phases 7–8Launch and run
Go live in a controlled way, then keep it healthy.
Go-live
Deploy the approved production configuration, validate final data and start operations.
Post-go-live support
Technical support, issue resolution, maintenance, monitoring and agreed upgrades.
Implementation fee milestonesRecommended plan, paid against delivery.
40%At signing and project kickoff
30%When configuration and data migration are complete
30%At go-live
Training and support
Your staff trained. Your system supported.
Training is role-based and comes with user guides and operating procedures. Knowledge is handed over to your technical and administrative staff.
After go-live we cover diagnosis and fixes, upgrades, database and integration support, security maintenance, backup and recovery, and regular updates on open issues.
| Priority | Example | Target |
|---|---|---|
| Critical | System unavailable or major production outage | Per SLA |
| High | Major function unavailable with significant impact | Per SLA |
| Medium | Functional issue with a workaround available | Per SLA |
| Low | Minor issue, report or configuration request | Per SLA |
Response and resolution targets are fixed in the SLA that accompanies your signed order.
Plans
One platform. Three ways to own it.
Every plan includes all modules. They differ in ownership, rollout support and payment structure.
Subscription
For institutions with in-house technical capacity that want to start at the lowest cost.
$3,000per year
Or $300 per month. Annual billing saves $600.
- All modules, cloud hosted
- Encrypted security and automatic updates
- Email and phone support, business hours
- Knowledge base and user guides
Subscription + Implementation
A fully guided rollout without a large upfront license.
$15,042one-time
Then $150 per month from go-live, 40% below the subscription rate. 500 users.
- Phases 1–7: discovery to go-live
- Data migration in agreed scope
- Training for every department
- Assisted integration setup
- Priority email and phone support
Perpetual license
For a one-time capital investment or on-premises hosting.
$51,320one-time
No recurring platform fee. Unlimited users.
- Perpetual license to the platform
- Full implementation, phases 1–7
- Cloud or on-premises deployment
- First 12 months of support included
See AQOONex with your own structure.
Book a walkthrough and we will map your campuses, programs and fee rules onto the platform.