Fee Collection software for Indian schools

Online and counter payments

Feature identity
Fee Collection
An illustration, not a screenshot. The interactive example below shows what this capability actually does.

Invoice and collection proof

Illustrative finance evidence

01
Issued invoiceAtomic payment recording — clamped to the outstanding due, idempotent, receipt-numbered
02
Recorded collectionCash, UPI, cheque, card and provider-confirmed gateway methods in one invoice ledger
03
Receipt evidenceOverpayments can ledger into a student advance/credit balance and apply to later invoices
04
Finance reviewProvider callbacks update the invoice; provider or bank evidence confirms final settlement

Evidence boundarySchool record and provider evidence stay distinguishable.

Finance state: Online and counter payments
Payment evidence: Atomic payment recording — clamped to the outstanding due, idempotent, receipt-numbered
Reviewable finance result: One invoice-linked collection ledger for authorised counter evidence and provider-confirmed online payments.

Code-native illustrative example · not live product UI · no customer dataExample labels and outcomes come from this capability's reviewed catalogue record.

Product scope

What it does

Record counter cash, UPI, cheque and card payments, or create online orders through the school's configured Razorpay or Cashfree account. A payment receives a sequential receipt and updates its invoice only after the relevant counter evidence or verified provider callback. Final bank credit, fees and deductions remain provider or bank evidence for the school to reconcile.

The school problem

School teams need a dependable way to handle Fee Collection: Online and counter payments. The required records, assigned roles and review boundary must remain explicit.

Day-to-day work

How your school uses it day to day

Online and counter payments.

Atomic payment recording — clamped to the outstanding due, idempotent, receipt-numbered
Cash, UPI, cheque, card and provider-confirmed gateway methods in one invoice ledger
Overpayments can ledger into a student advance/credit balance and apply to later invoices
Provider callbacks update the invoice; provider or bank evidence confirms final settlement

Operational result

What your school gets

One invoice-linked collection ledger for authorised counter evidence and provider-confirmed online payments.

Access and ownership

Who typically uses it

Fee-desk executive
Accountant
Finance approver
Parent or guardian

What each person can actually see depends on the role you give them and which classes or records you assign.

Availability and setup

What to confirm before rollout

Finance catalogue capability

Issued invoices
Configured school-owned provider for online collection
Confirm plan scope, role permissions, data dependencies and any provider or migration prerequisites during the demo and proposal.

Flagship workflow deep dive

Smart Fees, Receivables & Governed Recovery

Every rupee. One provable trail.

Build fee structures, raise demands, collect at the counter or online, and keep one invoice-led account of what was billed, paid, adjusted and still due. Gateway evidence can update an invoice; final bank credit, provider fees and deductions remain separate reconciliation evidence for the school.

Interactive operating model

The money-evidence timeline

Select a stage to see what changes, where a person remains accountable, and which evidence the workflow retains.

Illustrative workflow · no customer data

Stage 1 of 5

Invoice issued

A demand is generated from the configured fee structure in exact paise.

Control point

Duplicate-period protection and authorised generation guard the write.

Evidence retained

Invoice lines, due date, fee structure and generation identity.

Core workflows and features

The operational work behind the promise

Exact-paise fee structuresDefine class-wise heads in paise with HSN/SAC, GST rate and monthly, quarterly, term or annual frequency.
Controlled demand generationRaise a class or period in bulk through an idempotent path that skips an invoice already generated for the same demand.
One invoice stateReview due, part-paid, paid, overdue and terminal invoices without maintaining a parallel collection spreadsheet.
Counter and online collectionRecord authorised cash, UPI, cheque and card evidence, or open an invoice-bound order through the school's configured provider.
Invoice-bound payment linksOffer no-login Pay Now links or QR payments while the server clamps the amount to the invoice's current outstanding due.
Partial payment and advance balanceAccept a permitted partial payment and keep eligible excess evidence as a student advance that can be applied later.
Governed relief and refundsRoute concessions, scholarships and refunds through their implemented permission and second-approver controls instead of quietly editing a due amount.
Previewed late-fee rulesPreview the affected invoices before posting a configured late-fee rule, then retain the resulting line-item evidence.
Sequential receiptsMint a sequential receipt only for recorded payment evidence and retain the invoice relationship for later review.
Separate settlement reconciliationKeep provider callbacks, receipts and invoice state distinct from the final bank statement matching that confirms credit and deductions.

Aira and supervised recovery

Prioritise follow-up without giving AI authority over money.

Aira can prepare reviewable wording, while recovery eligibility, base scoring, stage selection and invoice suppression come from bounded product rules. Enabled recovery uses approved templates and rechecks the current invoice before dispatch.

Prepare a single-invoice reminder draft for fee-desk editing; the draft is not persisted or sent by that request.
Prioritise eligible overdue invoices from deterministic collection signals, with any optional model adjustment kept bounded.
Run an explicitly enabled reminder ladder through configured templates, channels, consent, opt-out, quiet-mode and cutoff controls.
Remove confirmed paid, voided, cancelled or zero-due invoices from an active recovery path when the current state is rechecked.
Create a final human call task for the office; the system does not place the call.
Retain enablement, cancellation, run, stage and stop-reason evidence for authorised review.

Human boundary

Aira cannot waive, refund, write off, change an invoice, autonomously send generated free-form recovery copy, or prove final settlement. An authorised person reviews material changes and the school reconciles provider or bank evidence.

Key daily uses

What the school team does here

Generate the next billing period and inspect skipped or exceptional invoices.
Collect at the fee desk and issue a receipt against the invoice evidence.
Review overdue exposure by class, ageing and payment state.
Approve or reject a concession, scholarship application or refund through its supported control.
Supervise an enabled recovery cohort and complete its final human call tasks.

Used by

Accountant
Fee-desk staff
Principal
Tenant administrator
Authorised finance approver
Parent or guardian

Actual access follows the school's plan, role permissions and record scope.

Measurable operating indicators

Metrics to track — not guaranteed ROI

Establish a baseline before rollout, agree the reporting period, then compare the school's own source evidence.

Confirmed collection rate

Provider- or counter-confirmed collection ÷ billed amount

Separate recorded collection from an initiated checkout or an unverified promise to pay.

Overdue exposure

Open overdue invoice count and value, segmented by ageing

Shows where receivables need review without claiming that a reminder caused payment.

Reconciliation quality

Matched, ambiguous and unmatched bank-statement entries

Keeps final cash evidence visible instead of treating a provider callback as bank settlement.

Prerequisites and availability

Confirm the operating context before rollout.

Core collection · configured provider for online payments · recovery needs Automation included on your plan

Define the fee structure, billing period, due dates and authorised finance roles before generating demands.
Online collection requires the school's own configured Razorpay or Cashfree account and verified callback setup.
Recovery needs a plan that includes Automation, plus an explicitly enabled policy, approved templates and configured communication channels.
Bank credit, provider fees and deductions still require provider or bank reconciliation evidence.
Payroll is a separate workspace that is still rolling out school by school and is not part of this fees module.

Connected operating context

Available workflows

These are the documented neighbouring capabilities that school teams may review with this module. A related page does not imply that every hand-off is automatic or enabled in every plan.

Explore all modules

Buyer questions

Frequently asked questions

The questions school owners ask before they subscribe: what it does, who can see it, and what to set up first.

Does the fee money pass through Vidyapeeth360?

No. Online collection runs through the school's own Razorpay or Cashfree account and settles under the school's own gateway agreement. Vidyapeeth360 records provider evidence against the invoice; settlement timing, deductions and final bank credit remain provider and bank evidence for the school to reconcile.

What if a parent's checkout window closes mid-payment?

A closed window is never treated as proof of payment. An invoice is marked paid only on verified provider evidence, so the record follows the gateway's confirmation — not the browser.

Can receipt numbers duplicate?

No — receipts are numbered sequentially from an atomic per-school counter, and money is stored as whole paise end-to-end, so there is no rounding drift and no duplicate receipt number.

Does Fee Collection work on its own?

Online Payment, Payment Gateway, Receipt Generation, Pending Fee Tracking are the documented neighbouring capabilities. They help a school evaluate the surrounding hand-offs, but a related page does not mean every integration is automatic or included in every plan.

What should our school prepare before enabling Fee Collection?

Issued invoices. Configured school-owned provider for online collection. Confirm plan scope, role permissions, data dependencies and any provider or migration prerequisites during the demo and proposal.

Is AI used in Fee Collection?

No AI capability is asserted for Fee Collection. Its documented work remains controlled by school records, roles and permissions.

How do we confirm the plan and implementation scope?

Plan inclusion and rollout scope depend on the live plan matrix, readiness state and your school's written proposal. The demo team will confirm the applicable boundary before rollout.

Related evaluation guides

Fees Management

See the Finance workspace Compare plans and commercial costs

See it in your school context

Run fee collection the connected way.

See how this workflow fits your school's current records, roles, plan and rollout requirements.