CRM for kindergartens
ZERO is a cloud CRM and management software for private kindergartens in Kazakhstan. Parent inquiries from WhatsApp, Instagram and phone calls, contracts signed via eGov, payments through Kaspi and banks, reminders in a mobile app — without notebooks, spreadsheets or manual matching of incoming payments.
Sound familiar?
While a kindergarten has two groups, the administrator keeps everything in their head and a notebook. When there are more groups and dozens of families on the waiting list, manual tracking starts costing money and nerves.
Parents write on WhatsApp and Instagram and call different numbers. Who asked about a place in the youngest group and who was promised a callback, the administrator recalls from memory — and meanwhile the family goes to another kindergarten.
Print, sign, scan, copy the child's and parent's details again. There is no single status: who has already signed, and whom to chase before the start of the month.
Parents pay by transfer, through Kaspi or at a bank. An accountant checks statements, works out which child a payment belongs to, and only then sees who has not paid.
A small monthly balance is easy to forget. Reminders are written by hand, which feels awkward — so some amounts drag on for weeks, and the head spends time on phone calls instead of working with children.
A child was ill or the family was away, yet the invoice shows the full amount. Without attendance tracking and transparent recalculations, every such case is a separate conversation with a parent.
Rhythmics, English, speech therapy, drawing: the schedule is in one spreadsheet, payment in another, attendance in a third. The director cannot see the full picture of the kindergarten.
Features
This is not just a contact database. ZERO guides a family from the first message to monthly payment and extra classes — and shows the director what is happening in the kindergarten right now.
Calls through the virtual PBX, leads from the Meta ad account, WhatsApp Business and Instagram Direct all land in a single kanban funnel. Each family is a separate card with an assigned employee and conversation history: you can see who is on a tour, who is waiting for a place and who needs a callback. A ChatGPT-based chatbot answers typical parent questions and hands complex conversations over to an administrator.
A contract is generated from a template: the child's and parent's data is filled in automatically, together with the payment plan. A parent signs it with a QR code in eGov Mobile or eGov Business, and Sigex guarantees the authenticity of the signature. The status of each contract is visible in the system, so before the start of the month it is clear whom you are still waiting for.
ZERO connects to Kaspi.kz, Halyk Bank, Bank RBK and Bank CenterCredit. A payment goes to the right child by itself, invoices are issued on schedule, and parents receive push notifications about unpaid invoices in the mobile app. The accountant sees debtors and amounts in one report instead of reconciling statements.
The official WhatsApp Business API lets you send mass and automated messages: payment reminders, announcements about a parents' meeting or a morning performance, invitations to an open day. Message templates with variables — child's name, amount due — can be created without limits.
Class schedules, attendance tracking, invoicing and recalculations — in the same interface as the main program. Parents can enroll children in classes on their own, and payment for extra services goes the same way as the main payment.
A parent receives push notifications about unpaid invoices right in the app and does not wait for a message from the administrator. Fewer "how much and when do I pay" questions means fewer calls to the front desk and less manual work for the head.
In practice
How the work of three roles in a private kindergarten changes when processes move from notebooks and spreadsheets into one system.
Opens the kanban in the morning: overnight, inquiries arrived from WhatsApp and Instagram, and each one already sits in the "New" column with its conversation history. The administrator replies to parents, books families for a tour and moves cards through the funnel. When a family decides to enroll their child, they generate a contract and send it for signing by QR.
Instead of bank statements, opens the debtors report: children, amounts and due dates are all visible. Payments from Kaspi and banks are already matched automatically, and reminders to parents go out as a WhatsApp template and as a push in the app. Manual reconciliation is left only for exceptions.
Sees occupancy through inquiries and contracts, the month's receipts and new inquiries for the period. Decisions about opening a group, discounts and advertising are made from current figures, not from spreadsheets that staff compile by Monday.
Comparison
A general-purpose CRM handles sales well, but a kindergarten needs more: contracts, monthly payments, attendance tracking and communication with parents.
| Task | General-purpose CRM | ZERO |
|---|---|---|
| Waiting list | Deals not tied to WhatsApp and calls, manual entry | Kanban funnel: calls, Meta, WhatsApp, Instagram and a chatbot in one place |
| Contracts with parents | Word or PDF templates, manual signing and tracking | Contract with a payment plan, QR signing via eGov, signing statuses |
| Monthly payment | Manual reconciliation of bank statements | Integration with Kaspi.kz, Halyk Bank, Bank RBK and Bank CenterCredit |
| Reminders to parents | Separate mailings or calls from a list | WhatsApp templates and push notifications about unpaid invoices in the app |
| Classes and clubs | A separate spreadsheet or program is needed | Schedule, attendance and payment for services inside the platform |
Implementation
Implementation is done together with the ZERO team: consultations, staff training and instructions at every stage. The kindergarten keeps running as usual.
30 minutes online: we walk through how your waiting list, contracts and payments work, show the relevant modules and estimate the scope of implementation.
We import children, payments and history, and set up the funnel, contract templates and bank connections.
We walk administrators and the accountant through their daily workflows and hand over instructions.
The kindergarten starts working in the system, and the ZERO team stays in touch: support through a shared chat and by phone.
Pricing
The subscription is monthly and depends on the number of children; implementation is paid once.
Up to 200 children
₸ 149,000 per month
For kindergartens with 200 or more children, the plan costs ₸ 169,000 per month.
Implementation is a one-time payment of ₸ 300,000.
If you are ready to launch on your own, there is a Self-service plan — ₸ 99,000 per month without implementation: CRM, contracts and Kaspi.kz integration.
FAQ
It is a system that follows a family from the first inquiry to monthly payment. It brings together the waiting list, contracts with payment plans, payments through Kazakhstan banks, class schedules and parent notifications — instead of notebooks, spreadsheets and messengers where things get lost.
Yes. ZERO is a universal platform for schools, kindergartens and education centers, and there is a dedicated plan for kindergartens. The platform is configured to the processes of each kindergarten: the inquiry funnel, contract templates, payment schedule and classes.
The kindergarten plan costs ₸ 149,000 per month for kindergartens with up to 200 children and ₸ 169,000 for those with 200 or more. Implementation is paid once and costs ₸ 300,000.
ZERO connects to Kaspi.kz, Halyk Bank, Bank RBK and Bank CenterCredit and automatically matches payments to children. Invoices are issued on schedule, and parents receive push notifications about unpaid invoices in the mobile app. The accountant sees debtors in a single report.
Yes. During implementation we import children, payments and history. If you work in another system, we agree on the exact migration plan after reviewing its data.
Yes. A contract is generated from a template together with a payment plan, and a parent signs it with a QR code in the eGov Mobile or eGov Business apps. The signing status is visible in the system, and the signed document is stored in the card.
Yes. We provide a test server and hold a demo call so you can get to know the features before making a decision. Implementation usually takes 7–10 days.
Data is stored on servers in the Republic of Kazakhstan. ZERO is an Astana Hub resident.
30 minutes online: we'll review your school, walk through the modules, and estimate the rollout. No strings attached.
