Guide
Setting Up Fee Collection
Configure fee structures, generate invoices, and record payments with automatic receipts.
1. Create your fee structures
In the Finance section, open Fee Structures and define what each class pays and when: for example tuition per term, transport per month, or an annual registration fee. A fee structure carries the amount, the class or level it applies to, and the academic period. You can maintain different structures for different classes or sections of the school.
2. Generate invoices
With structures in place, generate invoices for a class or for individual students. Each invoice lists the fee items, the amount due, and the due date. Parents see their invoices and outstanding balances in the parent portal, so there is no confusion about what is owed.
3. Record payments
Payments arrive through mobile money (M-Pesa, Selcom, Snipe) or over the counter as cash or bank deposits. Digital payments are matched to the invoice automatically; cash and bank payments are entered by the bursar against the student's invoice. Every payment, digital or manual, generates a numbered receipt the parent can download.
4. Follow up on debtors
The Debtors Report shows outstanding balances by class, stream, or student, updated in real time. Use it before parents' meetings or end of term to focus follow-up where it matters. SMS reminders can be sent to guardians of students with outstanding balances directly from the platform.
Good practice
Reconcile at the end of each day rather than end of term: the Finance dashboard shows collections for the day broken down by payment method, which makes it easy to match against your bank and mobile money statements while everything is still fresh.
Need a hand with this?
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