Fee Management

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

How fees work now Changed

Click Fee Management in the left sidebar. The five tabs follow the order you'll use them in:

Fee Structure — what you charge each class.
Generate Dues — create what each student owes for a period.
Collect Fees — record payments and print receipts.
Defaulters — who still owes money.
Reports — collections by day, month, fee type and class.

What changed from the old guide: a fee type on its own doesn't make a student owe anything. You generate dues for a period (for example October 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: Tuition, Transport, Lab, Activity, Exam, Admission or Other.
2Choose the Class, or All Classes.
3Enter the Amount (₹) and choose the Frequency: Monthly, Quarterly, Term, Annual or One-time.
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 has Edit, Copy to all classes and Delete. Fee types carry over to the next academic year, so you only edit the amounts when they change.

Fee Structure tab with the Add Fee Type form (name, class, amount, frequency, due day, late fee) and the current fee structure

Late fees: once a due date has passed with a balance left, VidyaManage marks the due as Overdue overnight and adds the late fee once.

2. Generate Dues

1Select one or more Target Classes, either a whole class (Class 3 (all sections)) or a single section. Hold Ctrl (Cmd on Mac) to pick several.
2Select the Fee Types to charge.
3Type a Period, e.g. October 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. VidyaManage tells you how many dues it created.

Each active student gets one due for each selected fee type that is set for their class.

Safe to run twice: generating the same fee types for the same period again does not double-charge anyone.

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 three buttons:

Print — prints the receipt: a school copy and a parent copy on one page.
Download PDF — saves the receipt as a PDF.
WhatsApp — opens a chat with the parent and the receipt message, e.g. Receipt REC-8: Rs 500 received on 19/10/2026 for <student>, Tuition. Balance Rs 67,000. Thank you. <school>

The receipt number comes from School Settings (e.g. REC-8). The payment is applied to the student's oldest dues first.

Collect Fee form with amount received, date, mode, reference number, concession and concession reason

Payment saved panel for receipt REC-8 with Print, Download PDF and WhatsApp buttons

What's on the receipt

School name, address and phone; receipt number and date; student, class and parent; each fee item with its period and amount; concession; amount received, also in words (e.g. Rupees Five Hundred Only); mode and reference; balance due; who collected it; and "This is a computer generated receipt".

Finding an old receipt

Open the student's profile → Fees tab. Every receipt is listed with Print receipt, Download PDF and WhatsApp receipt to parent.

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: Dear parent, Rs <balance> is due for <student> (Class <class>) since <due date>. Please pay at the school office. <school>
Copy all numbers copies every defaulter's phone number.
Export Excel downloads the list.

Change the reminder wording in the Fee Reminder template in School Settings.

Defaulters list with balance, due since and days overdue, plus Copy all numbers and Export Excel

5. Reports New

The top row shows Total due (including late fees), Concessions, Collected (all receipts), Outstanding, and Advance held (money paid ahead of dues). Below are four tables:

Collection by day for this month,
Collection by month,
By fee type (due, paid, balance), and
Collection by class.

Click Print daily sheet for a printable list of the day's receipts.

Fee Reports tab with total due, concessions, collected, outstanding and advance held, and collection by day and month

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.
The receipt opened to the wrong WhatsApp number — check the parent's phone on the student's profile.

← Attendance Entry Next: Exams & Results →