Fees, Billing & AccountingFees, payments and ledgers that reconcile themselves
Fee structures, invoicing, online payments and ledgers — multi-currency and GST-aware, with scholarships and waivers — reconciled against the register rather than against memory.
Why
Finance
Fees, payments and ledgers that reconcile themselvesFees defined once, collected without a queue, and a ledger that agrees with the bank.
Billed from the register
A fee follows the student's actual enrolment, so nobody is billed for a seat they have left.
Reconciled as it happens
Every payment lands on the ledger as it is made, so month-end is read rather than rebuilt.
Every line, traceable
An auditor can follow any entry back to the payment and the student it belonged to.
The receipt keeps
A family has proof the moment money moves, and can find it again without asking the office.
Today
Fee season is a queue. The receipt book has carbon paper in it, the ledger disagrees with the bank statement, and the end of every month is spent matching one against the other by hand.
What we did about it
Fees defined once — course, hostel, transport, and the scholarship that offsets them — then billed, collected and reconciled without a counter visit. A family pays from a phone and holds the receipt before they have put it down.
Inside
Finance
Everything betweenthe bill and the bank
Fees, defined once
Course fees, hostel, transport, fines and concessions — one structure the whole year reads.
Invoices that send themselves
Billed on schedule, delivered to the family window, chased politely when unpaid.
A ledger that keeps itself
Multi-currency and GST-aware, with every entry born from a real payment.
Scholarships & waivers
Grants and concessions applied on the record, visible to audit rather than remembered.
The receipt that keeps
Issued in the moment, verifiable later, printed only if a family wants it framed in the file.
The month, readable
Collections, dues and waivers visible as they happen — not discovered at closing.
Withdrawals & refunds
A student leaves mid-term and the refund follows the rule, closing the account instead of an argument.
One bill per family
Siblings on a single statement, so a parent pays once and sees where each child's fees stand.
What changes
Who stops queuing and who stops counting
The queue disappears into the phone. The ledger and the bank agree because they were never apart. And the bursar closes the month by reading it, not reconstructing it.
Accounts & bursar office
Fee structures, instalments, scholarships and the ledger — kept by the system, read by you.
Parents & students
Pay from home, keep the receipt, see the history — no queue and no counterfoil.
Auditors
A ledger whose every line can be traced to the payment and the student behind it.
A day
with it
How a fee season reaches a closed month
Everything is written once, at the desk where it happens, and read everywhere it is needed afterwards.
The year is priced
Fee structures set once for the term, with instalments and concessions attached.
The bills go out
Invoiced on schedule against the register — nobody billed for a seat they left.
The family pays
From a phone, at a counter, or by transfer — the receipt arrives either way.
The books agree
Ledger, register and bank read the same story, every day of the month.
Controls
Money moves only where someone allows it
Fees touch every family in the institution and are read later by an auditor, so the ledger is fenced by role and by approval.
Who may open the ledger
A counter clerk receipts today's payments; the hostel office sees hostel dues; the whole institution's ledger opens only to the bursar.
Every correction has a name
A receipt cancelled, a fee head repriced mid-term, a payment moved to the right sibling — each keeps the clerk's name and the date.
The reason stays private
That a family asked for time, and the letter behind their concession, stay with the bursar — not on a list read out in class.
Nothing waived without a signature
A concession, an excused late fee, a refund after withdrawal — each waits for whoever may approve it, and keeps the reason beside the entry.
The books are yours
Receipts, the fee ledger and the year's statements come out whole, in a form your auditor and your accounting package can both read.
The counter keeps taking money
The line drops on fee day and the counter keeps receipting, in the same numbering, with the ledger taking it up when it returns.
Works
with
One record,not one more system
Finance can be adopted on its own. It is worth more beside the rest, because a record entered once is known to all of them — nobody types the same student in twice.
Library Management
One catalogue for the shelf and the screen, and a desk that keeps up with the queue.
Explore LibMSLearning Management
Teach, set work and grade in one place — and the mark reaches the record on its own.
Explore LMSInstitutes Management
The daily record of the institution — attendance, timetables, reports and the family window.
Explore IMSExamination & Assessment
The examination season as one sealed record — papers, seating, valuation and the result.
Explore ExamsAdmissions & Enrolment CRM
Every enquiry in one pipeline — answered while the family is still deciding.
Explore AdmissionsHR & Payroll
Everyone who works here — records, attendance, leave and payslips — in one place.
Explore PeopleFleet & Routes
Routes planned from where riders live, and every bus visible to the desk and the family.
Explore TransportHostel & Residence
Rooms, mess and the night roll — the residential half of the institution, on the same record.
Explore HostelPlacements & Careers
The placement season as a record — recruiters, drives, candidates and the offer.
Explore PlacementsAlumni & Advancement
The register that keeps going after graduation — people, chapters, events and giving.
Explore AlumniAccreditation & Compliance
Accreditation and statutory returns assembled from the record the institution already keeps.
Explore ComplianceRecords & Certificates
Transcripts, certificates and verifications issued from the record — and provable afterwards.
Explore RecordsInventory & Procurement
Stores, assets and purchasing — from the indent a department raises to the item on the shelf.
Explore StoresResearch & Grants
Projects, funding, scholars and output — the research record a university can actually produce.
Explore ResearchHealth & Wellbeing
The infirmary, counselling and welfare record — held carefully, and seen only by those who should.
Explore CareeOffice: Files, Notings & Approvals
Files, notings, correspondence and approvals — the office that moves without the trolley.
Explore eOfficeBoard, Committee & Meetings
Agendas, papers, minutes and the actions that follow — governance kept as a record.
Explore MeetingsInternal Quality Assurance Cell
The quality cell as it actually works — its members, its sittings, its feedback, its audits and the year's report.
Explore IQACQuestions & Answers
What the accounts office asks before saying yes
We are mid-cycle — do we wait for the next session?
No. Outstanding balances go in as they stand, so a family that has already paid two instalments is billed for the rest and never asked twice for the same money. Receipts written on paper earlier in the year stay in the book they were written in; what starts here is what is still owed.
Does this replace the accounting package our books sit in?
It takes the fee side: the structure, the bill, the payment, the receipt and a fee ledger that agrees with the bank. If your accounts team keeps the institution's books of account in something else, they keep doing that — what changes is that the figures they post come off a ledger that has already reconciled, not off a drawer of counterfoils.
What about families who still pay cash at the counter?
The counter stays open. A cash payment is receipted at the desk and lands on the same ledger, in the same numbering, as one made from a phone, so the day's collection is a single figure rather than two that have to be matched later. Nobody needs a phone or a bank account to pay their fees.
Can the principal still grant a concession case by case?
Yes, and the decision stays a human one. A waiver or scholarship is attached to that student with the reason recorded, so the next bill already reflects it and an auditor can see who approved what, years later. What the software will not do is decide who deserves one.
Get
started
Bring Finance to your institution
See Fees, Billing & Accounting on your own data — we'll set up a guided demo for your team.
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