Payroll Software
Pricing
Flexibility by Design: Why AcadaFix has Moved Beyond the "Locked-In" MAT Payroll Contract
At AcadaFix, we know that switching payroll providers for a Multi-Academy Trust is a monumental, often stressful decision. We’ve been where you are.
For too long, the MAT sector has been held hostage by standard long-term contracts. Being tied to third-party providers through rigid, multi-year contracts, with notice periods so complex they require a legal degree to navigate. We’ve seen first-hand how painful it is to be stuck with a provider that no longer fits your Trust's scale or values. We’ve felt the frustration of watching a product stagnate while being legally barred from leaving without paying eye-watering exit fees. Those "standard contracts" don't protect you; they protect the provider from having to keep improving.
At AcadaFix, we’re doing things differently. We use a SaaS monthly subscription model because we believe our product is so good, we don’t need a legal "handcuff" to make you stay.
True Flexibility:
The SaaS Subscription Model
Most payroll companies want to lock you in for three to five years. We want to earn your trust every single month. We’ve replaced the rigid, old-school contract with a transparent SaaS (Software as a Service) monthly subscription model. Here’s why this is a game-changer for your Trust.
If we don’t deliver, you aren't trapped. It’s that simple. We don't believe in locking you into a 3-year deal. Our SaaS model is built on ongoing value, not legal obligation.
Whether your MAT is growing by one school or ten, your subscription scales automatically. No need to renegotiate a massive "master agreement" every time you onboard a new academy.
With standard software contracts, you often wait for "Version 2.0" or pay for upgrades. With our SaaS model, every security patch, HMRC update, and feature enhancement is rolled out to you instantly.
No hidden "maintenance fees" or "consultancy costs." One clear monthly subscription that fits into your GAG (General Annual Grant) funding cycle.
Fair Pricing: Pay for People, Not "Tiers"
We believe you should only pay for the value you receive. That’s why our subscription is priced per active employee, per month. Why this matters: In the education sector, headcounts fluctuate. Why should you pay for "ghost licenses" or hit a higher pricing tier just because you hired temporary exam invigilators for two months? With AcadaFix, your bill automatically adjusts based on your actual active staff list. It’s transparent, predictable and fair.
To help demonstrate the value and fairness of our pricing model, here is a comparison table that highlights why the "Per Active Employee, Per Month" approach is the gold standard for Multi-Academy Trusts.
Pricing Model Comparison: Finding the Best Value
| Feature | AcadaFix (Per Active Employee) | Traditional Flat Fee | Per Pay-Run / Transaction |
|---|---|---|---|
| Cost Basis | Only billed for staff currently employed. | Set fee regardless of headcount. | Billed every time a payment is made. |
| Scalability | Scales naturally as your Trust grows. | Can become expensive if you fall into a higher "tier" too early. | Costs skyrocket with high volumes of supply staff or bonuses. |
| Budgeting | Predictable: Tied directly to your HR records. | Rigid: You pay for capacity you might not use yet. | Volatile: Hard to forecast with seasonal staff or overtime. |
| Flexibility | Perfect for seasonal peaks (e.g., exam invigilators). | Often requires contract renegotiation for growth. | Penalises schools for frequent off-cycle payments. |
| New Starters | Instant onboarding with no hidden "add-on" fees. | May include extra "setup fees" for new staff records. | Often charged as a separate "transaction fee." |
The AcadaFix Difference:
Unlike traditional models that might charge you for 500 "licenses" when you only have 420 staff, AcadaFix ensures your investment matches your reality. If a temporary contract ends, your bill drops automatically the following month.
£15.00
Support That Scales With Your Needs: The AcadaFix Credit System
AcadaFix was built to make education payroll so intuitive that you don’t need to be a payroll expert to use it. But we know that even with the best tools, unique situations arise, whether it's a complex reporting requirement or a need for backup when your primary payroller is away.
That’s why we’ve introduced AcadaFix Credits: a fast, flexible way to get expert help without the paperwork of traditional invoicing.
Why Credits?
- Speed: No waiting for purchase orders or invoice processing. Get the help
you need, exactly when you need it. - Transparency: You’ll always know the "cost" of a task upfront. No hidden
hourly fees. - Flexibility: Use credits for anything from a one-off report to full bureau
cover during staff absence.
When to Use Your Credits
- Bespoke Reporting: Need a specific data set for a board meeting or audit?
We’ll build it for you. - Bureau Cover: If your payroll lead is on leave or unwell, our team can step
in to ensure your staff are paid accurately and on time. - Advanced Troubleshooting: For those rare, "non-standard" payroll scenarios
that require a professional eye.
How It Works: As Simple as 1-2-3
We’ve stripped away the complexity so you can focus on your people,
not the paperwork.
Request
Tell us what you need via our Connect page—whether it’s a bespoke report or temporary payroll cover.
Quote
We’ll review your request and provide a transparent quote in Credits.
Activate
Purchase your credits (or use your balance) and we’ll get
straight to work.
Ready to get started?
Keep your payroll running smoothly regardless of the circumstances.
Log in to your AcadaFix dashboard to view your credit balance or top
up today.
Frequently Asked Questions
The Basics
Why use credits instead of traditional invoicing?
Do my credits expire?
Can I buy credits in bulk?
Using Your Credits
How do I know how many credits a task will cost?
What happens if a task takes longer than expected?
Can I see a history of my purchased credits?
Support & Coverage
How quickly can you provide Bureau Cover if my payroller is off?
Can credits be used for software training?
A Different Breed: Our "Sector-First" Philosophy
AcadaFix wasn't dreamed up in a venture capital boardroom. It was founded by a MAT professional who spent years in the trenches of school operations, frustrated by software built for profit margins rather than classrooms.
No "Suits" in the Middle:
We aren't beholden to huge private equity investors looking to line their pockets. Our growth is fueled by our performance, not by squeezing the sector for every penny.
Mission Over Margins:
Because we come from the sector, we know that every pound spent on a "ghost license" or a hidden exit fee is a pound taken away from a child’s education.
Built for the "Why":
We exist to fix a broken system. Our goal isn't to become a bloated monopoly; it’s to provide the tools that allow Trust leaders to focus on what actually matters: teaching and learning.
"We believe that if we stop being useful, we don’t deserve your money. It’s a radical idea in corporate payroll, but in education, it’s just common sense."