Feature · Fees & Online Payments
Fee management software that knows what every student owes, right now
School fee management software handles fee heads, class and student allocation, concessions and instalments, then collects by cash, cheque, UPI or net banking against one ledger. Edoovi keeps the due-fee view live, so the office never reconciles overnight to find out who has not paid.
- In every plan, from Stepper
Why this feature first
Four questions that cost an afternoon
Every one of these is answerable in a second once the ledger is the only place the money is recorded. On registers and spreadsheets, each one is a reconciliation.
- Who has not paid this month?
- Is this receipt the one we cancelled?
- Why does the register say one thing and the sheet another?
- Did that UPI payment come in before or after the late fee?
End to end
A fee, from the day it is defined to the day the period locks
Seven stops. Pick one to see what happens there — or walk the rail with the arrow keys.
Define the heads
Tuition, transport, admission, exam, activity, late fee — each one its own head, defined once for the school rather than retyped for every class that charges it.
- As many heads as the school charges
- Reusable across every class
- Renaming a head does not orphan its history
Allocate them to classes
Heads attach to a class, so class I and class XI can carry completely different structures. A student whose case does not match their class is allocated on their own.
- Class-wise by default
- Per-student where the student is the exception
- Changing the class does not disturb an individual allocation
Split into instalments, apply concessions
A head becomes instalments with their own due dates. A concession sits against the student and the head it reduces, so it appears on the ledger rather than hiding inside a smaller total.
- Instalment dates per head
- Concession visible on the ledger, not netted off
- Applying one needs an OTP
Chase what is due
The defaulter list is a live read of the ledger, and reminders go from it over the app, SMS and WhatsApp. Because the list and the receipts share a record, a parent who has just paid stops being reminded.
- Live, not compiled at month end
- Group, class-wise, student-wise or route-wise
- Stops by itself on payment
Collect it, however it arrives
Cash and cheque at the counter, UPI and net banking from the parent app. All four write to the same ledger, so there is never a second book to reconcile against the first.
- UPI and net banking from the app
- Cash and cheque at the counter
- One ledger for all four
Issue the receipt
Printed against the record, numbered, and carrying the name of whoever processed it. A cancelled receipt stays in the ledger instead of disappearing from it.
- Numbered and attributed
- Cancelled receipts stay visible
- Cancelling needs an OTP
Close the period and lock it
Once a fee period is closed it can be locked, after which entries in it cannot be edited. That is what makes last year safe to report on and safe to hand to an auditor.
- Locked periods stop accepting edits
- Previous session stays readable
- The trail survives the roll-over
What you can configure
Read your own fee structure against this one
Most fee software fails on the exception, not the rule. These are the actual fields, with the kind of values a school puts in them — so you can check yours before anyone books a demo.
- Fee heads
-
Defined once for the school and reused by every class that charges them.
- Tuition
- Transport
- Admission
- Exam
- Activity
- Late fee
- Allocation
-
Class-wise by default; per student where the student is the exception.
- Class I–V
- Class VI–X
- Class XI–XII
- Individual
- Instalments
-
Any head splits into parts, each with its own due date.
- 10 Apr
- 10 Jul
- 10 Oct
- 10 Jan
- Concessions OTP
-
Against a student and a head, visible on the ledger. Locked behind an OTP.
- Staff ward
- Sibling
- Merit
- RTE
- Late fees
-
Applied against dates that have already passed, per day or one-off.
- Per day
- One-off
- Grace period
- Transport fees
-
Route-wise, tied to the stop the student is allocated to.
- By route
- By stop
- Term-wise
- Previous session
-
Last year stays readable after the roll-over, balances carried forward.
- Read-only
- Carry forward
Sample values, not a real school’s structure. Yours is set up from your own heads and dates during onboarding.
Four ways in, one ledger
However it arrives, it lands in the same place
The reason a school ends up with two sets of numbers is that online payments and counter payments were recorded in two places. Here they are not.
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UPI
From the parent app. The receipt is issued against the same ledger the counter uses.
-
Net banking
Also from the app, also receipted on the spot — the parent does not come to the school to get proof.
-
Cash
At the counter, receipted and numbered, with the person who took it on the record.
-
Cheque
Recorded with its number and tracked through to clearing rather than marked paid on the day it is handed over.
Nobody has to remember
The chasing runs itself, and stops when it should
The defaulter list is a live read of the ledger, not a report compiled at month end. So the reminders come from the same records the receipts write to — and a parent who paid this morning is not chased this evening.
- Group, class-wise, student-wise or route-wise
- Reusable templates, not retyped each time
- SMS included per student per year on Elevator and Accelerator
-
Term II tuition, ₹—— due on the 10th. Pay from the app.
-
Today is the last date for Term II. Tap to pay by UPI.
-
Term II is now overdue and a late fee applies from tomorrow.
-
Payment received. Receipt is in the app under Fees.
Amounts are shown as dashes here on purpose — a real figure in a sample message would be somebody’s child’s fee.
Eight of the 73
What you can pull without asking anyone
Every one filters and exports. These are the fee ones — the other sixty-five cover attendance, students, transport, library and staff.
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Collection
By day, month, class or section — against target, with the counter and the online payments together.
-
Outstanding dues
Live, per student and per class, split by head so you can see which head is lagging.
-
Defaulters
The list the reminders go from, filterable and exportable before a meeting.
-
Concessions
Every concession applied, by student and head, with who approved it.
-
Instalments
What has fallen due, what has not, and what is late.
-
Receipts
Issued and cancelled, numbered, with the person who processed each one.
-
Head-wise summary
Tuition against transport against exam, so a shortfall is traceable to a head.
-
Route-wise fees
Transport dues by route, which is the only way to chase them usefully.
The part an auditor asks about
Nobody reverses money on their own
Fee software is where a school is most exposed, because the two riskiest actions — discounting and cancelling — are both a single click in most systems. Here they are not.
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OTP on discounts
A concession cannot be applied on one person’s say-so. The OTP is what makes writing money off a two-step act.
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OTP on cancellations
The same for reversing a receipt — the action most worth locking, and the one most systems leave open.
-
Cancelled stays visible
A cancelled receipt remains in the ledger with its number and its reason. Nothing disappears from the trail.
-
Period locks
Close a fee period and lock it, and the figures in it stop being editable. Last year keeps saying what it said.
Fee questions
Asked before every fee demo
What is school fee management software?
School fee management software is the part of a school system that defines what is charged, to whom, and when — fee heads, class and student allocation, concessions and instalments — then records every payment against the same student ledger regardless of whether it arrived as cash, cheque, UPI or net banking.
Can different classes have different fee structures?
Yes. Fee heads are defined once and then allocated per class, so class I and class XI can carry entirely different heads and amounts. An individual student can also be allocated separately when their case does not match their class.
How are concessions and scholarships handled?
A concession is applied against a specific student and a specific head, so it is visible on that student's ledger rather than hidden in a reduced total. Because discounting money is a sensitive action, applying one is locked behind an OTP.
Can parents pay school fees online?
Yes. Parents pay by UPI or net banking from the parent app, and the receipt is issued against the same ledger the front office uses. A payment made at home is visible to the office before the parent reaches the school.
How does the software chase fee defaulters?
The defaulter list is a live read of the ledger rather than a report compiled at month end, and reminders go out from it automatically over the app, SMS and WhatsApp. Because the list is built from the same records the receipts write to, a parent who has just paid stops being reminded.
What happens when a receipt is cancelled?
A cancelled receipt stays visible in the ledger with the record of who cancelled it and when — it is not deleted. Cancellation is also locked behind an OTP, so no single person can quietly reverse a payment.
Can we stop last year's fee figures from changing?
Yes. A fee period can be locked once it is closed, after which entries in it cannot be edited. This is what makes the previous session's numbers safe to report on and to hand to an auditor.
Does it support instalments and late fees?
Yes. A head can be split into instalments with their own due dates, and late fees apply against the dates that have passed. The due-fee view reflects both, so the balance a parent sees in the app is the balance the office sees.
Free for 30 days
Run one fee cycle on it
Bring one class across with your own heads, your own concessions and your own instalment dates, and collect a term on it before you decide anything.