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
Can't find it? Ask us directly.
See Edutris running with your school in mind, or reach a real person on email.