Fees

The Fees section allows you to create fee structures, track payments, manage invoices, and generate financial reports.

Accessing Fees

1. Click "Fees" in the sidebar navigation
2. View fee management dashboard

Fee Overview

Dashboard Summary

View financial statistics:

• Total fees expected
• Amount collected
• Outstanding balance
• Collection rate

Key Metrics

Metric	Description
Total Expected	Sum of all fees
Collected	Amount received
Outstanding	Pending collection
Collection Rate	Percentage collected

Fee Structures

Creating Fee Structures

Define what fees to charge:

1. Click "Fee Structures"
2. Add new structure
3. Define fee items
4. Assign to classes/students
5. Save

Fee Types

Type	Description	Example
Tuition	Main academic fee	Term fee
Registration	One-time enrollment	New student fee
Activity	Extracurricular	Sports fee
Material	Supplies and resources	Lab fee
Transport	School transportation	Bus fee
Exam	Assessment fees	Exam registration

Fee Item Details

For each fee item:

• Fee name
• Amount
• Category
• Frequency (one-time, termly, monthly)
• Due date

Assigning Fees

To Classes

Assign fees to entire classes:

1. Select fee structure
2. Choose classes
3. Apply
4. All students in class receive fees

To Individual Students

For special cases:

1. Go to student profile
2. Manage fees
3. Add or remove fee items
4. Save

Discounts and Waivers

Apply discounts:

• Scholarship recipients
• Sibling discounts
• Special circumstances

Tracking Payments

Payment List

View all payments:

• Student name
• Amount paid
• Payment date
• Method
• Receipt number

Payment Status

Status	Description	Color
Paid	Fully paid	Green
Partial	Partially paid	Yellow
Pending	Not yet paid	Orange
Overdue	Past due	Red

Recording Payments

When payment is received (e.g., cash):

1. Find the student
2. Click "Record Payment"
3. Enter amount
4. Select payment method
5. Generate receipt

Invoices

Generating Invoices

Create invoices for students:

1. Select student(s)
2. Click "Generate Invoice"
3. Review fee items
4. Generate
5. Send to parent (email/download)

Invoice Contents

• School details
• Student information
• Fee breakdown
• Total amount
• Due date
• Payment instructions

Fee Reports

Available Reports

Report	Description
Collection Summary	Overall collection status
Outstanding Fees	Students with balances
Payment History	All transactions
Class Report	Fees by class
Student Report	Individual fee status

Generating Reports

1. Click "Reports"
2. Select report type
3. Choose date range
4. Filter as needed
5. Generate and download

Fee Reminders

Automatic Reminders

Configure reminders:

• Before due date
• On due date
• After due date (overdue)

Sending Reminders

To send manual reminders:

1. Select students with outstanding fees
2. Click "Send Reminder"
3. Customize message (optional)
4. Send

Settings

Fee Configuration

Configure fee settings:

• Default due dates
• Late payment penalties
• Grace periods
• Payment methods accepted

Payment Integration

If online payments enabled:

• Mobile Money integration
• Card payment setup
• Bank transfer details

Best Practices

1. Set clear structures - Define fees before term
2. Communicate early - Inform parents of fees
3. Track diligently - Record all payments promptly
4. Follow up - Send reminders for outstanding fees
5. Report regularly - Monitor collection rates
6. Document waivers - Record all discounts with reasons