How to track fee dues and collect payments

Every fee a student owes is a due: an amount, a due date, what has been paid and the balance. This guide covers the daily fee desk — finding dues, recording payments taken at the office, sending parents a link to pay online, printing receipts and reminding parents whose fees are overdue.

Before you start

You need permission to manage fees — usually the accountant or school admin.

Dues must already exist. They are raised from a fee structure on the Fee Structures tab, for a whole class at once. If the Fee Dues list is empty, set up the structures first.

To send online payment links, your school's payment gateway account — Cashfree, Razorpay, PhonePe or Paytm — must be connected under Payment Gateways. Parents' payments then settle straight into the school's bank.

Step 1 — Open the Fee Dues list

Go to Fees. The screen is titled Fee Management, with four totals at the top: Total Dues, Total Paid, Balance and Active Dues. Click the Fee Dues tab.

Each row shows the Student, the Description (for example "Tuition - 2026-27"), the Amount, what has been Paid, the Balance, the Status and the Due Date. Click a column heading marked with arrows to sort by it.

Step 2 — Find the dues you need

Narrow the list with the three filters above it:

Filter	Use it to
Search Student	Find one student by name
Filter by Class	See one class and section
Filter by Status	Show Pending, Partially Paid, Paid or Overdue dues

The count beside the filters — for example 60 records — tells you how many rows match.

Step 3 — Record a cash or cheque payment

When a parent pays at the office, find the student's due and click Pay. The Record Manual Payment window opens.

Enter the Amount Paid (₹) and click Record Payment. You'll see Payment recorded!, and the row updates straight away: the balance drops, and the status becomes partially_paid or paid.

A payment can't take a due below zero. If you enter more than the balance, only the balance is recorded — so check the amount before saving.

Pay only appears on dues that aren't fully paid.

Step 4 — Send an online payment link

For a parent who will pay from home, click Link on the due. The Online Payment Link window opens with the student's name and the fee.

Amount (₹) is filled in with the balance; change it if the parent is paying part of it. Leave Gateway on Default, or pick one of your school's connected gateways. Click Create Link.

The link appears in a box. From there you can:

• Click Copy and share it with the parent yourself — on WhatsApp, for example.
• Click Send via SMS & Email to email it to the parent linked to the student.

Despite the button's name, the link currently goes by email only, to the email address on the parent's account. SMS delivery is not available yet. If the parent has no email on record, copy the link and share it yourself.

When the parent pays, the payment is recorded against the due automatically.

Step 5 — Print a receipt

Once anything has been paid on a due, a Receipt button appears on its row. Click it to open the Fee Receipt: receipt number, student, class, description, the amount paid so far, the total and the balance. Click Print Receipt to print it or save it as a PDF.

Each click on Receipt also saves a receipt to the school's records. Print from the window that opens rather than clicking Receipt again, so the same payment isn't recorded twice.

Step 6 — Remind parents of overdue fees

A due becomes overdue when its due date has passed and a balance is still owed. When there are any, an amber banner above the list says how many, and View overdue filters the list to them.

Run Dunning sends a reminder to the parent of each student with overdue fees — one reminder per student, however many dues they have — with a payment link for the amount where a gateway is connected. Reminders reach parents in the app, as a push notification and by email. SMS and WhatsApp are not available yet.

The same reminders also go out automatically every night, so you rarely need the button. Before you use it, know that:

• Each run covers the 100 oldest overdue dues.
• Running it again reminds the same parents again. Use it once, not repeatedly.

When it finishes you'll see a summary — for example Dunning complete: 12 reminders, 12 links (40 overdue).

Splitting a due into instalments

To let a family pay in parts, click Split on the due. In Create Installment Plan, set the Count, the Interval (days) between instalments and, optionally, a Start Date. The due is divided into instalments, each with its own due date, and the button then reads Installments.

Concessions and discounts

A concession that permanently changes what a student owes — a sibling discount, scholarship or staff-child concession — is on our roadmap. The Discount button on a due does not yet change the amount owed, so don't rely on it to reduce a balance.

Common problems

"No linked parent user to notify." The student has no parent account linked, so a link can't be sent. Link the parent under Parent Linking, or copy the link and share it yourself.

"Failed to create payment link." Usually no gateway is connected, or the gateway rejected the request. Check Payment Gateways.

The Fee Dues list is empty. No dues have been raised yet. Create the fee structure on the Fee Structures tab and generate dues for the class.

Receipt isn't on the row. Nothing has been paid on that due yet. Record the payment first.