School fee management software built for Indian fee cycles
Monthly and quarterly cycles, concessions, sibling discounts, online payment, printed receipts — and a defaulter list you can actually work from.
Most fee software is written as though every parent pays the full year in April. Indian institutes do not work like that. Fees come monthly or quarterly, a few families pay six months at a time, some have a concession the principal agreed verbally, siblings get a discount, and somebody always pays in cash on the last day with a request for a duplicate receipt.
This is the fee half of Campus ERP, and it is built around those facts rather than around them being exceptions. The point of it is not the reports — it is that at 11am on any given day, the office can answer "who has not paid" without three people and a register.
- Timeline
- 2 to 4 weeks including migration
- Typical scope
- One institute, any number of classes
- Part of
- Campus ERP
- You own
- Your data, exportable at any time
The cycles parents actually pay in
A fee plan can run monthly, quarterly, per term or once a year, and different classes can run on different plans in the same institute. Instalments generate as separate invoices with their own due dates, so a part payment is a paid invoice rather than a note in the margin. Late fees apply on a rule you set, not on somebody remembering.
- Monthly, quarterly, per-term or annual
- Different plans per class or batch
- Instalments as separate invoices
- Late fees on a rule, applied consistently
Concessions, siblings and the cases that break spreadsheets
The reason fee spreadsheets rot is the exceptions. A staff child at half fee, a sibling discount, a scholarship, a family the trust decided to carry this year. Each of those is recorded against the student as a discount with a reason attached, so the amount due is computed rather than typed — and next year's clerk can see why it is what it is.
- Percentage or flat concessions
- A recorded reason against every discount
- Sibling and staff-child cases
- The net amount computed, never hand-typed
The counter: cash, UPI, cheque and duplicate receipts
Whatever the office takes, it gets recorded the same way and produces the same receipt. A receipt is a GST PDF that can be printed or sent, and a duplicate is a reprint of the same receipt rather than a second one with a new number — which is exactly the distinction an auditor cares about and most spreadsheets lose.
- Cash, UPI, cheque or bank transfer
- GST receipt as a PDF, printable or shareable
- Duplicates reprint, never renumber
- Every entry attributable to the person who made it
Parents paying from the phone
A parent logs in, sees what is due for each of their children, and pays. The gateway is your own account, so the money reaches your bank directly and never passes through us. The receipt appears in their login the moment it clears, which removes the commonest office phone call of all: "I have paid, has it shown?"
- One login, all of a parent's children
- Your payment gateway, your bank account
- Receipt visible immediately after payment
- Automatic reminders before a due date
Who has not paid
The defaulter list is the feature people actually buy. Filter by class, by month, by amount outstanding; see the phone number beside the name; export it and give it to whoever is making the calls. Reminders can also go out automatically by email and SMS a few days before a due date, which reduces the list before anyone has to work it.
- Outstanding by class, month or amount
- Contact number beside every name
- CSV export for the calling list
- Automatic reminders, deduplicated so nobody is messaged twice
Starting mid-session, which is when everybody starts
Almost nobody adopts fee software in April. So the migration assumes you are starting in the middle: we bring in students and their outstanding balances as opening figures, reconcile the totals against your register before you rely on it, and run in parallel for a cycle if you want. Until those two numbers agree, we do not call it done.
- Opening balances brought in per student
- Totals reconciled against your existing register
- A parallel run for one cycle if you want it
Questions we get asked first.
Can we start mid-session?
Yes, and most institutes do. We import each student's outstanding balance as an opening figure and reconcile the totals against your existing register before you depend on it. If those two numbers do not agree, the migration is not finished — that is the check, not a formality.
How do concessions and part payments work?
A concession is recorded against the student as a percentage or a flat amount with a reason attached, and the amount due is computed from it. A part payment settles one instalment invoice rather than partially settling a big one, so the balance is always a real figure rather than a subtraction someone did by hand.
Does it talk to Tally?
Not directly today. What it does give you is a clean export of collections by date and head that your accountant can bring into Tally, which is what most institutes were doing by hand anyway. If a direct integration matters to you, say so early and we will quote it rather than imply it already exists.
Who pays the payment-gateway charges?
That is between you and the gateway — it is your account, not ours, and we take no cut of a fee payment. Some institutes absorb the charge and some pass it on; the software can do either.
Can parents pay from a phone?
Yes, and that is how most of them will. The parent login is built for a mid-range Android phone on mobile data first, because that is what the majority of parents are actually holding.
Tell us what you need.
A twenty-minute call is usually enough to scope it and give you a number. Mon to Sat, 10am to 7pm.