Fees
Fee collection that reconciles against the bank statement
Structures per class and session, installments, concessions, counter and online collection — and figures printed in the lakh grouping a parent actually reads.
What the fee module covers
Fee structures
Defined per class and academic session, with installments — so a revision next year does not rewrite last year's history.
Invoicing
Invoices raised against a structure and an enrolment, carrying the installment schedule the family agreed to.
Counter collection
Cash, cheque and UPI taken at the office desk, recorded against the invoice rather than in a separate cash book.
Online payment
Razorpay integration, with webhook confirmation — the payment is recorded when the gateway confirms it, not when the browser returns.
Concessions
Waivers and scholarships applied as a recorded concession against an invoice, so the discount is visible and reversible.
Collection reports
What was billed, what was collected, what is outstanding — by class, by session and by collection mode.
The two mistakes fee software usually makes
The first is treating a fee as a number attached to a student. It is not: it is a structure attached to a class and a session, an installment schedule attached to that structure, an invoice attached to an enrolment, and a set of receipts attached to the invoice. Collapsing those layers is what produces a system where changing next year's fee silently rewrites last year's receipts.
The second is trusting the browser. A parent who pays online and closes the tab before the redirect has still paid. Payment is recorded from Razorpay's signed webhook, which is verified by HMAC before anything is written and is a no-op if the same event arrives twice — so a retry storm after a gateway outage produces the right balance rather than a duplicated one.
Concessions are recorded rather than subtracted. A waiver that simply lowers the invoice total leaves no answer to "why is this student paying less" six months later. Recording it as a concession keeps both the original figure and the reason, which is what an auditor and a trustee both ask for.
Amounts render in the Indian digit grouping — 1,23,456 rather than 123,456 — including in the Bengali interface, where the numerals stay Latin on purpose. These figures appear on receipts a parent reconciles against a bank statement, and the bank prints Latin digits.
Fee management: common questions
Which payment gateway does AcadiFlow use?
Razorpay, with payments confirmed by signed webhook rather than by browser redirect. Every webhook is HMAC-verified before it is processed, and duplicate deliveries are no-ops, so a gateway retry cannot double-credit an invoice.
Can we take cash and cheque payments at the office?
Yes. Counter collection records cash, cheque and UPI against the same invoice as an online payment, so the outstanding balance is one number regardless of how the family paid.
How are scholarships and fee waivers handled?
As concessions recorded against the invoice. The original amount, the concession and the reason are all retained, which keeps the discount auditable rather than hidden inside a reduced total.
Can fee structures differ per class and per session?
Yes — that is the intended shape. A structure belongs to a class and an academic session, so revising fees for a new session leaves the previous session's invoices and receipts untouched.
See Fee management against your own school's setup
Tell us your board, your class structure and how you collect fees today, and we will show you the parts that matter to you rather than a generic tour.