ProSchool360 Student Accounting
Manage the complete fee lifecycle — create fee heads, group them, allocate to classes, collect payments, track dues, and send reminders. Path: Sidebar → Student Accounting.
Fee Type (Fee Heads) Student Accounting → Fee Type
A Fee Type is one kind of charge you collect from students — e.g. Tuition Fee, Transport Fee, Library Fee. You must create all fee types first before grouping or allocating them.
You see a list of existing fee types. Click the Add Fee Type tab.
Enter Name, select Frequency, and optionally add a Fee Code and Description.
Click Save. The fee type is now available to add into a Fee Group.
| Field | Status | What to fill |
|---|---|---|
| Name | Required | The label for this fee head, e.g. Tuition Fee, Lab Fee, Annual Charges. |
| Fee Code | Optional | A short code for internal reference (e.g. TF, LAB). Appears on receipts. |
| Frequency | Required | How often this fee is charged:
|
| Description | Optional | Internal notes about this fee head. Not shown on student receipts. |
Fee Group Student Accounting → Fee Group
A Fee Group bundles multiple fee types together with their amounts for a particular session. You then allocate a Fee Group to a class/section. Think of it as a "fee package" per class.
Click Add Fee Group.
Give the group a descriptive name (e.g. "Class 5 Standard Fee 2025-26") and select the academic session.
Click Add Row. Select a Fee Type from the dropdown, enter the amount (₹), and select the months it applies to. Repeat for each fee head in this group.
Click Save. The group is ready to allocate to students.
Fee Month Settings Student Accounting → Fee Month Settings
Define which months are active for fee collection in the current session. For example, if your school session is April to March, enable all 12 months. This determines which monthly invoices are generated.
Fine Setup Student Accounting → Fine Setup
Configure late payment fines that are automatically added to a student's fee when payment is made after the due date.
| Field | Status | What to fill |
|---|---|---|
| Fine Type | Required | Select Flat (fixed amount per late payment) or Percentage (% of unpaid fee). |
| Fine Amount / % | Required | The fine value. E.g. ₹50 flat, or 2% of pending fee. |
| Fine Applicable From | Required | The day of the month after which fine starts. E.g. if due date is 10th, set fine from 11th. |
| Frequency | Required | Daily (fine adds every day after due date) or One Time (fine adds once per late payment). |
Allocation Student Accounting → Allocation
Assign a Fee Group to a batch of students. After allocation, invoices are automatically created for each student. This is a mandatory step — without allocation no fee invoices exist.
Select Class, Section, and Fee Group, then click Filter.
A table shows all students in that class/section with columns: Name, Register No, Roll No, Gender, Mobile, Email, Guardian Name. Tick the checkbox next to each student you want to allocate to, or tick the top checkbox to select all.
Click Save. Invoices are created for all selected students immediately. They now appear in the Invoice List.
Allocation Remove Student Accounting → Allocation Remove
Remove a fee group allocation from selected students. Use this if a student was assigned the wrong fee group or if a student has left school mid-year. After removal, their invoice for that group is deleted (if unpaid).
Arrears Student Accounting → Arrears
Carry forward unpaid fees from the previous session into the current session as arrears. Students who had pending dues last year will have those amounts added to their current year's balance.
Custom Bill Student Accounting → Custom Bill
Create a one-off, custom invoice for a specific student — for charges that are not part of the standard fee group. Examples: broken equipment replacement, special event fee, extra coaching charges.
Search for the student by name or register number.
Type the bill name, select the fee type, enter the amount and due date.
A new invoice is created for this student. It appears in the Invoice List alongside regular invoices.
Invoice List Student Accounting → Invoice List
View and manage all fee invoices. Filter by class, section, fee group, and status.
Each invoice row shows: Student Name, Register No, Class/Section, Fee Group, Amount, Paid, Remaining, Status, and Action buttons.
Click on an invoice to open the full invoice page which has 5 tabs:
| Tab | What it shows |
|---|---|
| Invoice | Printable invoice with school logo, invoice number, student details, fee breakdown table with each head and amount. Use the Print button to give a physical copy. |
| Payment History | All previous payments made against this invoice — date, mode (cash/UPI/cheque), amount, transaction ID, and who collected it. |
| Smart Pay | Quick single-click full payment mode. Enter payment mode and click Pay — marks the invoice as fully paid instantly. |
| Collect Fees | Partial or full payment collection form (see Collecting Fees section below). |
| Fully Paid | Mark the entire invoice as paid in one action (use when payment was received but not recorded, e.g. bank transfer confirmed later). |
Collecting Fees (Invoice → Collect Fees tab) Student Accounting → Invoice List → open invoice → Collect Fees tab
This is where you record an actual payment from a student or parent.
Student Accounting → Invoice List → filter by class/section → click the student's invoice.
The form shows the outstanding amount and payment fields.
Choose: Cash, Cheque, Online/UPI, Bank Transfer, or any custom payment type you created.
For Cheque: enter cheque number and bank. For UPI/Online: enter the UTR/transaction reference number. For Bank Transfer: enter transfer reference.
Payment is recorded. A PDF receipt is generated — print it or it's auto-sent via WhatsApp/SMS to the parent.
Due Invoice Student Accounting → Due Invoice
Shows all invoices where payment is due or overdue. Filter by class, section, or date range. From here you can:
- View each student's outstanding amount
- Click directly into the invoice to collect payment
- Send bulk WhatsApp/SMS reminders to all defaulters
Fee Reminder Student Accounting → Reminder
Send fee payment reminders to parents of students with pending dues. You can send via WhatsApp, SMS, or Email. Select the class/section or individual students, choose the communication channel, and click Send.
Offline Payments Student Accounting → Offline Payments
When a parent pays online (UPI/card through the parent portal) but the school needs to verify before approving — these pending online payments land here.
| Sub-menu | Purpose |
|---|---|
| Payment Type | Define allowed offline payment modes (e.g. "NEFT", "IMPS", "DD"). Parents see these options in their portal. |
| Offline Payments | Review pending payment submissions. Click Approve to mark as paid, or Reject with a reason. |
Frequently Asked Questions
What is the difference between Fee Type and Fee Group?
A Fee Type is a single fee head like "Tuition Fee" or "Lab Fee". A Fee Group is a bundle of multiple fee types with their amounts — like a complete fee structure for one class. You allocate a Fee Group (not individual Fee Types) to students.
I created a Fee Group but no invoices are showing for students. Why?
You must complete the Allocation step. Creating a Fee Group does not automatically create invoices — you must go to Student Accounting → Allocation, select the class, section, and fee group, and click Save.
How do I give a fee discount/concession to one student?
Open that student's invoice from Invoice List. In the Collect Fees tab there is a Concession field — enter the discount amount or percentage before collecting. For a permanent concession on all future invoices, contact support.
Can I cancel a fee receipt that was issued by mistake?
Yes. Go to Invoice List → open the invoice → Payment History tab. Find the receipt and click Cancel. The cancellation is logged and the amount is reversed to pending.
How do I collect fees month-wise (e.g. only April's tuition)?
Monthly fee groups create separate invoices per month automatically. When you open the Invoice List and filter by month, you see April's invoice separately from May's, etc. Collect payment against the specific month's invoice.
Can parents pay fees from their phone without visiting school?
Yes. Parents log in to the parent portal and go to Fees. They can pay via UPI, net banking, or card through the integrated payment gateway (set up in Settings → Payment Gateway).