Educational institution in northern Germany seeks administrative software

I act as an intermediary between students who need tutoring and teachers as part of the state program “Education and Participation.” The teachers are not employed by me, but are freelance contractors.

I assist families with the application process at the authorities and then provide a suitable teacher who teaches the children at their homes. I obtain authorization from the families so that I can invoice the official funding agencies directly for the teaching services. I then pay the teachers an agreed fee from the corresponding payments.

We currently have a fairly manageable number of around 40 students and around 25 teachers.

Now I urgently need the right software to optimize the following processes as part of the work described above:

I currently coordinate the following exclusively using MS Excel. First, I send the application forms to the families by post or email and make a note of when I submitted which forms. These forms are then usually returned to me either complete, partially completed or incomplete, and I forward them to the relevant authorities. The families then receive confirmation of cost coverage from the authorities by mail and inform me. At this point, at the latest, we conclude a teaching contract.

I then enter the families' places of residence on a map (e.g., Google Maps) and see which teachers live nearby and are therefore eligible. At this point, it should be noted that families naturally have different requirements, such as the language of instruction, the gender of the teacher, and the subjects taught, and that teachers have different language skills and/or capacities. This cannot be coordinated at all in Google Maps at present, which presents me with great difficulties.

At the end of each month, I ask the teachers to submit their invoices and attach an attendance list. The latter is signed by the parents and indicates how many lessons were completed in which subjects, so that I can send the appropriate invoices to the funding agencies. They need information about the scope and dates of the lessons in the various subjects.

I currently use an invoicing program for this, but I would really like an efficient solution to handle a) the application process and b) the student-teacher coordination. A subsequent connection to the program for invoicing would of course be ideal.

Please let us know to what extent your software meets these requirements or, if applicable, which parts of them it covers.

If your response is positive, we would be happy to try out a time-limited demo version to see if the program is actually suitable for us.

Please let us know the potential costs of using the software.

One workstation is planned. I work with a MacBook. The software we are looking for can be offered as a local installation or as a web-based (cloud) solution.