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Chasing unpaid fees is one of the most time-consuming and awkward jobs in a school office. Vidyapeeth360 gives you two gentle, reliable ways to do it: a one-tap reminder you send yourself for a single invoice, and an automated AI fee-recovery engine — often called dunning — that follows up using a governed escalation run until it is paid, cancelled, paused, completed or otherwise halted.

Both paths recheck the current invoice before dispatch, suppress paid/cancelled/zero-due records, and use a one-at-a-time campaign claim plus cooldowns to reduce duplicates. A message already handed to an external carrier cannot be recalled if payment completes afterward. Reminders go out WhatsApp-first — the channel Indian parents actually read — carrying the student's name, the amount due, and a way to pay right there.

The intended operational benefit is less manual chasing. A causal collection uplift is NOT VERIFIED by the current screens; measure paid-after-contact outcomes and carrier delivery evidence before claiming success.

Send a single reminder

1. Go to Fees, open the overdue invoice, and open its detail drawer.
2. Click Send reminder. Leave the message blank to send your school's branded reminder — it automatically fills in the student's name, the amount due, and a pay option.
3. Prefer your own words? Let Aira draft the message. The draft opens in an editable box with an 11-language Indian-language picker, so you can review, tweak, and send it in the parent's language. The edited body is submitted exactly as written; delivery can still be queued, skipped by quiet-mode/opt-out controls, or fail at the provider, so check the returned status.

Safety rules that always apply:

• Already-paid guard — if the invoice is paid, cancelled, or has nothing outstanding, the reminder is quietly skipped. No "you owe ₹0" message ever goes out.
• No double-nudging — a manual reminder is recorded, so the automated engine won't immediately follow up on the same invoice.

How AI fee-recovery (dunning) works

Automated fee-recovery is a premium feature you switch on in Settings. Once enabled, it watches your overdue invoices and works each one like a patient, tireless collections assistant:

• It gives every family a pay-propensity score from 0 to 100 — an estimate of how likely they are to pay — and recommends the first step.
• It escalates gently by risk, moving along a ladder: a friendly reminder, then a follow-up, then a firmer note, then a final notice, and finally a call task handed to a staff member for a personal phone call.
• Before dispatch it rechecks the current invoice and suppresses paid, cancelled, voided and zero-due records. Carrier-accepted messages cannot be recalled after hand-off. Recovery attribution still requires valid payment evidence; cancelled invoices are not recovered revenue.

Before you turn anything loose, run a Preview. It's a free dry-run — no AI credits used — that lists every eligible overdue invoice, its pay-propensity score, and the recommended first action, so you can see exactly what would happen.

Saved recovery schedules start off. Turning one on requires confirmation. Run now first loads a fresh server preview and will not dispatch from a missing, malformed or zero-recipient response. The confirmation shows eligible invoices, unique guardians, total ₹ due, skipped reasons, selected WhatsApp/SMS channels and a capped masked sample; only the second confirmed action sends live guardian communication. Schedule name, frequency, weekday/month day, hour, minute, cooldown, statuses and channels are validated at both the UI and API boundary.

You can track every recovery run: its current stage, the propensity score, when the next message is due, and — if it stopped — why. You can cancel a run or push it forward a step at any time.

Tips & best practices

• Start with Preview to build confidence before enabling automated recovery.
• Set up your payment gateway first so reminders carry a real, tappable pay link. Without one, parents receive a polite "please pay at the school office" instruction instead.
• Use the language picker on Aira's drafts — a reminder in the family's own language lands far better.
• Because a manual reminder pauses the automated follow-up, feel free to send a personal nudge to a family you know without worrying about a clash.

FAQ

Q: Will a parent ever be reminded about fees they've already paid?

A: Every reminder checks current invoice state before dispatch and skips paid, cancelled and zero-due records. If payment completes after a carrier has accepted the message, that in-flight message cannot be recalled.

Q: Do reminders spam parents?

A: Automated runs use cooldowns and a compare-and-set invoice claim so overlapping campaigns cannot both claim the same snapshot. A deliberate manual send can bypass its own cooldown, and carrier delivery remains external.

Q: Is my families' data safe with the AI?

A: The model-based score adjustment receives bounded numerical collection features rather than student or guardian identity. Automated outreach uses approved deterministic templates; generated copy is not auto-sent. Provider configuration and contractual data-processing terms remain deployment-specific and must be reviewed by the school administrator.

Q: Does AI fee-recovery cost extra?

A: It's part of a premium plan, and its AI actions use AI credits — but the Preview dry-run is always free, so you can evaluate it at no cost.