Fees & finance
How do fee collection and receipts work?
Both channels post to the same ledger in real time. Parents pay from the app or portal through Razorpay; the office records cash, cheque, bank or DD payments at the counter. Every payment generates a numbered receipt the parent keeps and the office can reprint. Defaulter tracking and one-click SMS/email reminders (optionally AI-drafted) keep collections moving.
Before you start
- Set up fee structures first — collections reconcile against the structure, so the structure must exist before the first payment.
- Decide which counter modes your office accepts (cash, cheque, bank transfer, DD) and who on the counter records them.
- Agree the reminder cadence you want before enabling anything — scheduled reminders are off by default until the school turns them on.
Steps
- 1
Online: parent opens Fees in the app → pays via UPI, card or net-banking.
- 2
Counter: accountant records the payment against the student → receipt prints.
- 3
Outstanding and overdue lists update live on the accountant dashboard.
- 4
Send reminders to the defaulter list in one click when dues age.
Good to know
- Online and counter payments post to the same ledger in real time — there is no end-of-day reconciliation between two systems, because there is only one.
- Every payment generates a numbered receipt; parents can download theirs from the portal and the office can reprint from a dedicated print view.
- The accountant’s dashboard tracks collected today, pending, overdue and the collection rate live, with the defaulter list always current.
- Reminders work two ways: one-click manual sends to the defaulter list (optionally AI-drafted on Professional and above), and a scheduled automatic sweep the accountant configures. Both are held to at most one reminder per student per day.
- The accountant role is genuinely separate — it cannot reach academic surfaces, just as teachers cannot reach the fee ledger.
Common questions
Which payment modes are supported at the counter?
Cash, cheque, bank transfer, DD — and online payments made by the parent. The accountant records the counter payment against the student and the receipt prints; whichever mode, it lands in the same ledger.
Can a lost receipt be issued again?
Yes. Receipts are numbered and stored against the payment, so the office reprints the original — same number, same details — rather than issuing a duplicate that muddies the ledger.
How do we avoid over-messaging parents about dues?
Reminders are deduplicated to at most one per student per calendar day, whether triggered manually or by the scheduled sweep — a parent is never chased twice in a day because two people pressed the button.
Related
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