Fee Management & Invoicing

Create fee types, assign fee structures to classes, generate batch invoices, record payments, and track overdue balances.

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1. Finance Overview Dashboard

The Finance Dashboard shows real-time billing totals for the current academic session:

1. Navigate to School Management Pro > Finance > Dashboard.
2. Real-time metric cards display:
   • Total Invoiced: Cumulative value of all bills issued in the current academic session.
   • Total Collected: Total revenue received and reconciled.
   • Outstanding Dues: Pending balances awaiting payment.
   • Overdue Defaulters: Number of students with past-due unpaid balances.
3. Recent transactions table and class-wise collection breakdowns highlight collection performance.

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2. Defining Fee Types (Fee Heads)

Fee types represent individual categories of charges:

1. Navigate to School Management Pro > Finance > Fee Types.
2. Click Add Fee Type.
3. Configure fee head parameters:
   • Fee Type Name: e.g., Tuition Fee, Admission Fee, Laboratory & Computer Fee, Library Fee, Transportation Fee, Examination Fee.
   • Fee Code: Short code (e.g., TUIT-01, LAB-01).
   • Description: Optional details describing the charge.
4. Click Save Fee Type.

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3. Creating Fee Structures

Group multiple fee types together and assign them to specific classes with scheduled payment dates:

1. Navigate to School Management Pro > Finance > Fee Structures (or Fee Plans).
2. Click Create Fee Structure (e.g., Class 9 Annual Fee Structure 2026-2027).
3. Select the target Class(es) this fee structure applies to.
4. Add line-item fee types and enter the exact amount for each:
   • Tuition Fee: $500.00
   • Computer Lab Fee: $75.00
   • Library Fee: $25.00
5. Configure payment schedule:
   • Payment Frequency: One-time (Annual), Term-wise (Term 1 / Term 2), Quarterly, or Monthly.
   • Due Date: Specify the deadline date for each installment.
   • Late Fee Penalty (Optional): Define flat late fees or daily overdue fines applied after the due date.
6. Click Save Fee Structure.

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4. Generating Invoices

Invoices can be generated in bulk for entire classes or created individually for specific students.

Generating Batch Invoices (Class-wide)

1. Navigate to School Management Pro > Finance > Invoices.
2. Click Generate Batch Invoices.
3. Select the Academic Session, Class, and the assigned Fee Structure / Term.
4. Review the student preview list.
5. Click Generate Invoices. The system creates individualized invoices with unique invoice numbers (e.g., NX-INV-2026-0412) for all active students in that class.

Creating a Single Invoice

1. In School Management Pro > Finance > Invoices, click Create Single Invoice.
2. Select the Student (search by name or admission number).
3. Add customized fee line items or select a pre-defined fee structure.
4. Set the Due Date and click Create Invoice.

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5. Recording Fee Payments

When a parent or student pays fees, record the transaction in the system:

1. Navigate to School Management Pro > Finance > Invoices (or Payments > Record Payment).
2. Locate the invoice by searching student name, admission number, or invoice number.
3. Click Record Payment.
4. Fill in transaction details:
   • Amount Paid: Enter full payment or partial payment amount.
   • Payment Method: Cash, Cheque / Check, Bank Transfer / NEFT, UPI, Credit / Debit Card, or Online Gateway.
   • Transaction / Reference Number: e.g., Cheque number or bank reference code.
   • Payment Date: Defaults to today.
   • Notes / Remarks: Optional cashier notes.
5. Click Submit Payment.

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6. Official Printable Receipts & Letterheads

Upon recording a payment, the system generates an official payment receipt:

1. On the payment confirmation screen (or from School Management Pro > Finance > Payments), click Print Receipt.
2. The receipt includes:
   • Official school letterhead and logo from Settings.
   • Receipt number and invoice reference.
   • Student name, admission number, class, and section.
   • Itemized fee breakdown and paid amount.
   • Outstanding balance remaining (for partial payments).
   • Cashier signature line and date stamp.
3. Click Print or Save as PDF to hand over to parents or email automatically.

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7. Defaulters & Arrears Reporting

Track unpaid student accounts and follow up on pending dues:

1. Navigate to School Management Pro > Finance > Defaulters (or Defaulters Report).
2. Filter the report by:
   • Class & Section
   • Minimum Overdue Days (e.g., overdue by 15+ days, 30+ days)
   • Minimum Balance Amount
3. The report displays student names, primary guardian phone numbers, total invoice amount, amount paid, and net balance due.
4. Click Export Defaulters (CSV/PDF) or click Send SMS Reminder to dispatch bulk due-payment alerts to all selected guardians.

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Next Steps

Configure automated SMS reminders and gateway integrations in SMS & Automated Notifications.