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Fee Management

Fee Management

Streamline school fees collection and financial management.

Fee Structure Setup

Create Fee Structure

  1. Go to Fees → Fee Structure

  2. Click New Fee Structure

  3. Set up fees for each class:

    • Class name
    • Tuition fee
    • Lab fee
    • Sports fee
    • Transport fee
    • Miscellaneous charges

  4. Set payment schedule:

    • Monthly/Quarterly/Annually
    • Due dates
    • Late fees

  5. Add discounts (if applicable)

  6. Save structure

Fee Categories

CategoryDescription
TuitionMain educational fee
LabScience/practical lab charges
SportsSports activity fee
TransportBus/transportation charges
HostelBoarding facility (if applicable)
MiscellaneousOther charges
DevelopmentInfrastructure development fund

Student Billing

Generate Bills

  1. Go to Fees → Billing

  2. Select:

    • Month/Quarter/Period
    • Class (or specific students)
    • Fee structure

  3. Review bills

  4. Click Generate & Send

  5. Choose notification method:

    • Email to parents
    • SMS
    • Print

Fee Bill Details

Each bill includes:

  • Student name and roll number
  • Fee breakup
  • Due date
  • Amount payable
  • Payment methods
  • Late fee terms

Payment Processing

Record Payment

  1. Go to Payments → Record Payment

  2. Select student

  3. Enter:

    • Amount paid
    • Payment method
    • Date of payment
    • Receipt number

  4. Click Save

Payment Methods

  • Bank Transfer: Direct to school account
  • Credit/Debit Card: Via payment gateway
  • Cheque: Bank details provided
  • Cash: In-person payment
  • UPI: Digital payment

Online Payment Gateway

Enable online payments:

  1. Go to Settings → Payment Gateway
  2. Connect your payment processor (Stripe, PayPal, etc.)
  3. Enable payment link
  4. Parents can pay online directly

Payment Tracking

Student Account Statement

View complete financial history:

  1. Go to Fees → Student Statement
  2. Select student
  3. View:
    • Bills generated
    • Payments received
    • Outstanding balance
    • Transaction history

Fee Defaults

Monitor overdue payments:

  1. Go to Fees → Defaults

  2. View students with pending fees

  3. Generate reminder:

    • Email reminder
    • SMS alert
    • Letter

  4. Track follow-up

Financial Reports

Fee Collection Report

  1. Go to Reports → Fee Collection
  2. Select date range
  3. View:
    • Total fees due
    • Amount collected
    • Outstanding balance
    • Collection percentage
    • Class-wise breakdown

Monthly Financial Report

Generate monthly reports showing:

  • Revenue collected
  • Outstanding dues
  • Payment trend
  • Default cases

Export as PDF or Excel.

Annual Financial Report

Complete year-end financial summary:

  • Annual revenue
  • Payment statistics
  • Default rates
  • Financial health

Discounts & Concessions

Apply Discounts

Offer discounts for:

  • Siblings
  • Early payment
  • Scholarship students
  • Sports/academic achievers
  • Economically weak students

Manage Scholarships

  1. Go to Fees → Scholarships

  2. Add eligible students:

    • Full scholarship
    • Partial scholarship
    • Concession

  3. Set amount

  4. Specify duration

  5. Save

Scholarships automatically adjust fee calculations.

Fee Waiver

Process Fee Waiver

For students with financial hardship:

  1. Receive waiver request
  2. Verify eligibility
  3. Approve/Reject with reason
  4. Fee automatically adjusted

Installment Plans

Payment Plans

Offer flexible payment options:

  1. Go to Fees → Payment Plans

  2. Create plan:

    • Monthly installments
    • Quarterly installments
    • Custom schedule

  3. Assign to students

  4. Students see payment plan in portal

Example: Instead of paying ₹50,000 annually, pay ₹4,166/month.

Receipts & Invoices

Generate Receipt

  1. After recording payment
  2. Receipt automatically generated
  3. Can email or print
  4. Includes:
    • Receipt number
    • Payment details
    • Balance information

Bulk Receipt Generation

Generate receipts for multiple payments:

  1. Go to Receipts → Bulk Generate
  2. Select date range
  3. Generate all receipts
  4. Email to students

Audit Trail

All financial transactions are logged:

  • Date and amount
  • Payment method
  • Processor information
  • User who recorded
  • Status changes

Access audit log in Finance → Audit Log.

Integration with Accounting

Export to Accounting Software

Connect with accounting systems:

  • QuickBooks
  • Tally
  • SAP
  • Xero

Export monthly financial data automatically.

Bank Reconciliation

Match payments with bank deposits:

  1. Go to Finance → Reconciliation
  2. Select month
  3. Match transactions
  4. Reconcile discrepancies

Mobile Payment

Parents can pay via mobile app:

  • View bills
  • Make payments
  • Download receipts
  • Set up auto-pay

Available on iOS and Android.

Common Tasks

Send fee reminder?

  1. Go to Fees → Defaults
  2. Select students
  3. Click Send Reminder
  4. Choose method

Generate fee bill?

  1. Go to Billing
  2. Select month/class
  3. Generate and send

Record payment?

  1. Go to Payments
  2. Select student
  3. Enter details
  4. Save

Generate financial report?

  1. Go to Reports
  2. Select report type
  3. Choose date range
  4. Download

Compliance

Tax Compliance: Maintain records for tax authorities

Receipt Retention: Keep receipts for 7 years

RTE Compliance: Follow Right to Education fee rules

FAQ

Can parents pay online? Yes, if you’ve enabled payment gateway.

How are late fees calculated? Configure in fee structure (e.g., 1% per month).

Can we offer payment plans? Yes, create custom payment plans.

Next Steps