School Management Pro guide › Fee Management

Fee Management

Set your fees once, generate what each student owes for a month or term, collect payments at the office with a receipt, chase defaulters, and see where the money came from.

How fees work

Click Fee Management in the left sidebar. It's open to Admin, Principal and Accountant; the Accountant can't change the fee structure. The tabs follow the order you'll use them in:

  1. Fee Structure: what you charge each class.
  2. Generate Dues: create what each student owes for a period.
  3. Collect Fees: record payments at the office and print receipts.
  4. Defaulters: who still owes money.
  5. Allocations & Dues: every due, with late fees and what has been paid against it.
  6. Online Payments and Reminders: covered in Fee Reminders & Online Payments.
  7. Receipts: every receipt issued.
  8. Reports: collections by day, month, fee type and class.
A fee type on its own doesn't make a student owe anything. You generate dues for a period (for example November 2026 or Term 1), and each payment is applied to the oldest dues first. Receipt numbers are created for you.

1. Fee Structure

  • 1Under Add Fee Type, choose the Name, for example Tuition, Transport, Lab or Exam.
  • 2Choose the Class, or All Classes.
  • 3Enter the Amount (₹) and choose the Frequency.
  • 4Set the Due day (day of the month the fee is due) and, if you charge one, a Late fee (₹).
  • 5Click Add Type. It appears in Current Fee Structure.

Each row can be edited, copied to every class, or deleted. Fee types carry over to the next academic year, so you only edit the amounts when they change.

Fee Structure tab

2. Generate Dues

  • 1Select one or more Target Classes, either a whole class or a single section. Hold Ctrl (Cmd on Mac) to pick several.
  • 2Select the Fee Types to charge.
  • 3Type a Period, e.g. November 2026 or Term 1.
  • 4Pick the Due Date, or leave it blank to use this month's due day from the fee type.
  • 5Click Generate Dues. The app tells you how many dues it created.

Each active student gets one due for each selected fee type that is set for their class. Running it again for the same period doesn't charge anyone twice.

Once dues exist, parents get fee reminders on the schedule you set, and can pay online in the Parent App once Razorpay is connected.

3. Collect Fees

The table lists each student with Total Due, Concession, Total Paid, Balance and Status. Filter by class, section and status, or search for a student.

  • 1Click Collect on the student's row. You can also click Collect Fee on the student's profile.
  • 2Amount received (₹) is filled with the full balance (shown as Pending balance). Change it for a part payment.
  • 3Check the date and choose the mode: Cash, UPI, Bank Transfer, Cheque or Card.
  • 4Add the UPI transaction ID or cheque number in Reference Number. For a discount, enter the Concession (₹) and a Concession reason. Add a Note if needed.
  • 5Click Process Payment.

You'll see Payment saved with Print (a school copy and a parent copy on one page), Download PDF and a WhatsApp button that opens a chat with the parent and the receipt message. The payment is applied to the student's oldest dues first.

The Collect Fee form

4. Defaulters

Lists every student with a balance: their parent, Balance, Due since and Days overdue. The heading shows how many students owe money and the total.

  • WhatsApp on a row opens a chat with that parent and a reminder already typed.
  • Copy all numbers copies every defaulter's phone number.
  • Export Excel downloads the list.
Defaulters tab

Allocations & Dues and Receipts

Allocations & Dues lists every due with its fee type, period, amount, late fee, what's been paid and the balance. Receipts lists every receipt with the date, student, amount, mode, reference and who collected it, with a link to its PDF. To find one student's receipts, open their profile's Fees tab.

Reports

The top row shows Total due (including late fees), Concessions, Collected (all receipts), Outstanding and Advance held (money paid ahead of dues). Below are Collection by day for this month, Collection by month, By fee type and Collection by class. Click Print daily sheet for a printable list of the day's receipts.

Reports tab

Troubleshooting

  • A student shows ₹0 due: no dues have been generated for their class yet. Check the fee type is set for their class, then run Generate Dues.
  • Overdue on the Dashboard is ₹0: nothing is overdue until a due date has passed.
  • A late fee was added: once a due date has passed with a balance left, the due is marked Overdue overnight and the late fee is added once.
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