PROPOSAL FOR THE IMPLEMENTATION OF

PAYDUES INVOICE MANAGEMENT

SYSTEM

FOR

AMBROSE ALLI UNIVERSITY

Intellectual Property of PaulTech Integrated Services Contact details: +2348149405365

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 Table of content

Contents
1. Executive Summary .............................................................................................................................. 4
2. Background ........................................................................................................................................... 5
2.1. Problem Statement........................................................................................................................ 6
2.2. Solution - (PAYDUES Invoice Management System) .................................................................. 7
2.3. System module/features .............................................................................................................. 8
2.4. Benefits of PAYDUES Invoice Management System to Ambrose Alli University ...................... 8
3. Helpdesk ............................................................................................................................................. 10
3.1. Scope of helpdesk....................................................................................................................... 10
3.2. Email Platform ............................................................................................................................ 10
4. Training ............................................................................................................................................... 11
5. Business Proposal .............................................................................................................................. 11
6. Budget ................................................................................................................................................. 11
7. Conclusion .......................................................................................................................................... 12

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 1. Executive Summary
Paultech Integrated services is pleased to propose the PAYDUES Invoice Management System for

Ambrose Alli University. Paultech Integrated Services proposes the PAYDUES Invoice Management System,

an automated software solution designed to streamline and automate all Dues Payment in Ambrose Alli

University.

Paultech integrated services will be responsible for delivering the application processing system and

technology architecture. This will enable Ambrose Alli University an online system to automate financial

transaction such as dues payment, thereby creating a process that will enhance the efficiency and

effectiveness of financial management within Ambrose Alli University.

The system will automate and streamline the process of dues payment, tracking of dues payment and

reports, eliminating all manual form of payments and tracking from students and administrators, thereby

enhancing transparency, reporting, accountability, and overall satisfaction among the university community

Paultech Integrated services is renowned for delivering high-quality custom software solutions to enable

our clients deliver digital solutions, our value preposition is to develop and deploy solutions that will

transform our client’s digital problems.

Our portfolio of business solutions and industries expertise enables us to effectively meet the unique

requirements of our clients.

Intellectual Property of PaulTech Integrated Services Contact details: +2348149405365

 2. Background
Currently, Ambrose Alli University (AAU) encounters challenges with its conventional payment and invoicing

processes. This involves the manual process of dues payments such as visiting the bank to make payment,

manual tracking and verification of dues payment from each student. This Manual process of dues payment

is prone to error, difficult to manage and inefficient, as a result student encounter difficulties in making

dues payment and administrators have a hard time in accurately verifying and tracking of dues payment

statuses.

As a result of this challenges, a more streamlined and professional approach to payment and invoicing

procedures is warranted, hence the introduction to the PAYDUES Invoice Management System.

Recognizing these challenges, PAYDUES Invoice Management System proposes an innovative solution to
streamline the payment and tracking of dues at AAU. Our goal is to simplify and automate payment
procedures, making it easier for students to make necessary dues payment at ease from the comfort of
their phones and for administrators to efficiently track this dues payment.

Some Advantages of the PAYDUES Invoice Management System include:

 Accessibility: PAYDUES Invoice Management System are accessible 24/7, allowing

students to make payments at any time, even outside of traditional business hours.

 Accuracy: The software reduces the risk of human error associated with manual data

entry, ensuring that transactions are processed accurately and efficiently.

 Trackability: The software provides detailed transaction records, making it easier for

businesses to track payments, reconcile accounts, and generate financial reports.

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 2.1. Problem Statement
 Manual payment entry:

Manual payment entry processes are inefficient, error-prone, and time-consuming, resulting in

delayed payment processing, record discrepancies, and heightened administrative workload.

 Inefficiency of Manual Payment Process:

Manual payment methods often involve time-consuming processes, such as filling out paper forms

and physically processing transactions, leading to inefficiencies in the payment process

 Lack of Transparency:

Manual payment processes may lack transparency, making it difficult to track payment status,

verify transactions, and reconcile accounts accurately.

 Payment Errors:

Manual data entry is prone to human errors, such as typos, miscalculations, and misinterpretations,

which can result in inaccuracies in payment records and financial reporting.

 Delayed Processing:

Manual payment methods may require physical payment of cash and processing of documents,

leading to delays in payment processing and payment tracking.

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 2.2. Solution - (PAYDUES Invoice Management System)
The PAYDUES Invoice Management System is a proposed initiative aimed at addressing the challenges

faced with managing dues payment and dues tracking. This comprehensive system would serve as a

platform for invoice generation, dues payment by students and dues tracking by administrators.

By leveraging modern technology and automation, PAYDUES Invoice Management System will simplify

and streamline payment procedures and processes, reducing the need for manual intervention and

minimizing errors.

With its intuitive interface, users can easily navigate through the system to make payments, generate

invoices, and track transactions seamlessly.

The solution also offers the ability to manage financial transactions thereby ensuring transparency,

accuracy, and efficiency in all payment-related activities. PAYDUES Invoice Management System also

provides real-time reporting and analytics capabilities, empowering Ambrose Alli University the ability to

gain valuable insights into its financial operations and make informed decisions.

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 2.3. System module/features
Administrative dashboard i. Access to a dashboard that provides a real-time
insights into invoice generation, payment status,
and other relevant financial metrics.
ii. Access to financial reports which allows
administrators to generate reports, analyze
financial data, and gain deeper insights into the
institution’s financial performance as regards dues
payments.
Invoice generation i. Students can generate invoice for dues they intend
to pay
Payment gateway i. The system is integrated with a secured payment
gateway that allows students to make payment
through, credit/debit cards, bank transfers, or
USSD.
Report and analytics i. The system provides management features that
enables invoice tracking, payments status for dues
payment of the various departments and faculties.

2.4. Benefits of PAYDUES Invoice Management System to Ambrose Alli University

 Automated payments of dues: With this software, the university can automate all dues

payments for the various departments and faculties, providing a seamless process for both

students and administrators.

 Transparency and Accountability: The software will enable real-time visibility into dues

payment status, payment history, and transaction details, promoting transparency and

accountability in financial transactions within Ambrose Alli University. Administrators can easily

track payments, and reduce errors when doing so.

 Little to no error when tracking dues payments: Little to no errors will be encountered during

the dues tracking process, as the system provides real time visibility into the dues payment and

dues payment status of every student.

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  Integrated payment gateway: The system is integrated with a payment gateway, this allows

student to make payment online from their convenience using their phones or any mobile

gadgets.

 Improved student experience: This software enhances the overall experience for students by

providing them with convenient and flexible payment options. Students can easily make

payments online from anywhere, reducing the need to visit physical payment locations or stand

in long queues.

 Data Insights and Analytics: The software provides valuable data insights and analytics that

can help educational institutions make informed decisions and improve financial management.

By analyzing payment trends, transaction volumes, and student behavior, institutions can

identify opportunities for optimization and strategic planning.

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 3. Helpdesk
3.1. Scope of helpdesk
PAYDUES Invoice Management System will setup a help desk team. The team will be provided

with the best in class tools that are used in a typical support center environment.

 Language Supported: English

 Channel of Support: Voice Calls and Emails

 Window of Support: Monday – Saturdays (Excluding Public Holidays)

 SLAs- 80% Calls answered in 60 Seconds, 10 Minutes Average Handle

Time

 Technical Assistance: Will be provided by staff who are duly certified to

support the product.

The Call Management Tool for PAYDUES Invoice Management System will use a converged

communication solution provider, providing solutions on voice, email and data convergence. It helps

individuals to integrate traditional communication tools. (E.g. telephone, email) with collaboration

technologies (E.g. instant Messaging, voice, Email) that provide new ways to communicate from any

location, using any device and accessing any application to improve business processes and overall

productivity.

3.2. Email Platform:

The PAYDUES Invoice Management System shall have an email service implemented using

an available email server. It shall allow the PAYDUES Invoice Management System to use

emails as primary form of sending alert and notifications, such as sending alerts to students

when a dues payment is complete and an alert and notification to an administrator when a

dues payment has been made.

Intellectual Property of PaulTech Integrated Services Contact details: +2348149405365

 4. Training
A comprehensive training program is proposed to equip Ambrose Alli University (AAU) administrators with

the knowledge and skills necessary to effectively utilize the PAYDUES Invoice Management System.

Certified trainers will lead the training sessions, leveraging the excellent training facilities provided by the

PAYDUES Invoice Management System. We prioritize training as a specialized task, and our dedicated

staff are committed to delivering a high-quality training program.

Throughout the training process, participants will receive hard copies of the PAYDUES Invoice

Management System user manual for reference. Additionally, online training modules will be available to

ensure accessibility and flexibility for all participants.

5. Business Proposal
 Paultech Integrated services proposes a risk free solution to the Administrators of Ambrose Alli

University.

 Paultech Integrated services will conduct the delivery of PAYDUES Invoice Management System

through the setup of data, contact centers.

 Paultech Integrated services will provide the people, expertise and technology to facilitate

implementation of PAYDUES Invoice Management System.

6. Budget
The need to setup the necessary infrastructure for the running of the PAYDUES Invoice Management

System is crucial for its successful Implementation. Paultech Integrated services will charge a transaction

fee of 5% for all payment transaction that occurs on the PAYDUES Invoice Management System.

Intellectual Property of PaulTech Integrated Services Contact details: +2348149405365

Paultech Integrated services will also charge a management fee of 2% for all dues payment made

through the PAYDUES Invoice Management System infrastructure.

Infrastructure to be managed would include:

 Server Infrastructure
 DBMS
 Networking Infrastructure
 Security Measures
 Hardware and Software Components
 Training and Support Infrastructure

7. Conclusion
The implementation of the PAYDUES Invoice Management System a significant opportunity for Ambrose

Alli University (AAU) to modernize and streamline its payment processes, enhance financial transparency,

and improve overall operational efficiency. By transitioning from manual payment methods to an

automated invoicing system, AAU stands to benefit from increased accuracy, and greater convenience for

staff, students, and other administrators.

Furthermore, the comprehensive training and support provided by PAYDUES Invoice Management

System will ensure that staff and students will be equipped with the necessary knowledge and skills to

effectively utilize the platform.

Intellectual Property of PaulTech Integrated Services Contact details: +2348149405365

 Contact Details

We would be pleased to clarify any queries or requests for further information. Should you need to

contact any member of our team, please do not hesitate to contact the following persons:

Gabriel Sule

Title: Managing Director

Phone: +2348149405365

Email: info@paultechservices.ng

website: www.paultechservices.ng

Intellectual Property of PaulTech Integrated Services Contact details: +2348149405365