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School Admin Guide / Fees

Fees

3 min readSchool Admin Guide
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Purpose

Fees is one of the most-used modules in the Admin panel — it covers the entire lifecycle of school fee management, from defining how much students owe to collecting and reconciling what's actually paid. You build fee structures (per class, per term, per fee type), assign them to students, collect payments both online through Razorpay and offline in person, issue receipts, apply discounts or late fees, and pull finance reports that show the school's real collection status at any point in the year. Automation — like scheduled due-date reminders — runs on top of this so the office isn't manually chasing every parent.

Because fees touch every family in the school, getting the structure right up front (correct class-wise amounts, correct due dates) saves a lot of correction work later.

When to Use

  • At the start of a term or year, to define fee structures for each class and fee type (tuition, transport, hostel, exam fee, etc.).
  • When a new student is admitted and needs fees assigned, or an existing student's fee plan changes.
  • Whenever a payment comes in — whether it's paid online by a parent or collected in cash/cheque at the office.
  • When a family needs a discount, waiver, or late fee applied — for example a sibling discount or a scholarship.
  • At month-end or term-end, to run collection reports and see outstanding dues across the school.

How to Use

  1. Open Fees from the Admin dashboard and go to Fee Structures to define what students owe. Create structures by class and fee type, each with an amount and due date.

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    The fee structure setup screen, showing fee types and amounts broken down by class.

  2. Assign structures to students — you can apply a structure to an entire class at once, or customize it for individual students who need a different plan (for example, a partial scholarship).

  3. To record an offline payment (cash, cheque, bank transfer), go to Collect Fees, select the student, choose the fee heads being paid, and record the amount. A receipt is generated automatically.

  4. Online payments made by parents through Razorpay in their app are reflected automatically in the student's fee record — you don't need to enter these manually, but you can look them up under Payment History.

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    A student's fee ledger, showing fee heads, amounts due, amounts paid, and payment mode for each transaction.

  5. Apply a discount or waiver from the student's fee record if needed — this adjusts what's owed before payment, and is tracked separately from the payment itself so the reason for the reduction stays visible.

  6. Late fees, if configured, apply automatically once a due date passes; you can review or override them on a case-by-case basis.

  7. Check Automation settings to confirm due-date reminders are scheduled to go out to parents ahead of each fee deadline.

  8. Use Reports to pull collection summaries — total collected, outstanding by class, payment mode breakdown — for management or accounting purposes.

TipSet up next year's fee structures well before the term starts so new admissions and renewals can be assigned fees immediately rather than waiting on manual setup.
TipWhen a parent disputes a payment, check Payment History first — most disputes are resolved by confirming whether a Razorpay payment actually settled versus still being marked pending.
Common MistakeDon't delete a fee structure that already has payments recorded against it — this can break the fee ledger for students on that structure. Deactivate it for future assignment instead.
Common MistakeManually recording a payment that a parent already made online (before it's synced) can result in a double-payment on the record — check Payment History before entering an offline receipt if the parent claims they paid online.