TRAX is a Xero-integrated reporting application built specifically for schools. It turns hours of monthly departmental reporting into minutes — pulling data straight from your Xero tracking categories and budgets, generating polished P&L reports per department, and emailing them automatically to your heads of department.
What TRAX does
TRAX sits on top of Xero. You keep using Xero for day-to-day finance; TRAX takes over the moment you need to slice that data by department, generate reports, or distribute them. No double entry, no manual exports, no spreadsheet juggling.
Built for schools, not retro-fitted
Every feature in TRAX exists because a finance officer in a real school asked for it. Tracking categories aligned to Curriculum and Activities, budget tracking against either Xero budgets or uploaded files, automated email distribution to HODs by department — all of it shaped by how schools actually work.
Key benefits
Save hours on every reporting cycle
What used to take a finance officer half a day each month now takes a few minutes. Filter by tracking category, click Email Reports, done.
Real Xero integration — not a one-time import
Connect your Xero organisation once and TRAX stays in sync. Pull invoices, bank transactions, credit notes, and manual journals on demand. Budget data flows through too — whether you maintain it in Xero or upload your own files.
One-click departmental reports
Generate Profit and Loss reports filtered by department, programme, year level, or any tracking category dimension your school uses. Export to Excel or PDF for the audit trail; email directly to HODs for distribution.
Budget tracking that matches how schools work
Compare actuals against either your Xero budget or a custom-uploaded budget file. Useful when budgets live in Xero day-to-day but you need to compare against an older or hypothetical baseline.
Role-based access for sensitive data
Finance staff get full access. HODs see only their own department’s reports. Everyone sees what they need, nothing more.
Automated email distribution
Set recipient emails for each tracking category once in Settings → Report Emails. Trigger an email send any time, and the right reports go to the right people.
Who’s TRAX for?
- Bursars and school finance officers who spend too much time on monthly reporting
- Heads of department who want real-time visibility on their budget without chasing the office
- Multi-school groups managing several entities from one place
- Boards and senior leaders who want clean, consistent reporting across the school
How it works
- Sign up with your Xero organisation. Two-step authorisation — see Sign up with Xero for the walkthrough.
- Set up your team. Invite users, configure roles, and connect any additional Xero organisations from Settings.
- Generate your first report. Open the Profit and Loss page, filter by tracking category, export or email.
- Distribute automatically. Pre-configure HOD email addresses; trigger automated sends any time after that.
Get started
- Sign up with Xero — create your TRAX workspace
- Logging in — sign in to your existing workspace
- Managing workspaces — invite users and configure roles
- Profit and Loss — generate your first report
A product of The School Office
TRAX is built and maintained by The School Office, a New Zealand company specialising in financial tools for schools. We focus on the work schools do every day — and try to make it faster, cleaner, and less error-prone.
Need help? Get in touch with School Office support and we’ll sort it out.