This guide covers everything about fees in TuitionDesk — from creating a fee plan to collecting payment, handling partial payments, reading your fee summary, generating receipts, and tracking outstanding dues. Written in plain language with real examples.
1. What is a fee plan?
A fee plan is the instruction you give TuitionDesk about how to charge a student or a class. You set it once, and TuitionDesk handles the rest automatically.
Think of it like setting a reminder on your phone — except TuitionDesk not only reminds you, it also creates the actual bill, sends it to the parent, and tracks whether it was paid.
You tell TuitionDesk:
Who to charge (one student or a whole class)
How much (₹1,000, ₹1,500, etc.)
How often (monthly, weekly, once, etc.)
When to start and when to stop
TuitionDesk then:
Creates the bills (called "fee lines") automatically
Shows them in Outstanding so you know who has paid and who hasn't
Marks bills overdue when the due date passes
Lets parents see and pay their dues from the parent portal
2. What is a fee line?
A fee line is one individual bill. It is created automatically by a fee plan.
Example: You create a monthly fee plan for Riya at ₹1,200/month starting June. TuitionDesk creates:
June fee line — ₹1,200 — due June 1 — Unpaid
July fee line — ₹1,200 — due July 1 — Unpaid
August fee line — ₹1,200 — due Aug 1 — Unpaid
…and so on each month
Each fee line can be in one of these states:
Status
What it means
Unpaid / Overdue
The bill exists but has not been paid. Overdue means the due date has passed.
Partial
The student paid some amount but not the full fee. A balance is still due.
Paid
The full amount has been collected and recorded.
Waived
You chose to waive (cancel) this fee. No money collected, but it's cleared from Outstanding.
You can see all fee lines for a student in Fees → Fee History, or for everyone who owes money in Fees → Outstanding.
3. Student fee vs batch (class) fee
Every fee plan applies to either a single student or an entire batch (class).
Type
Who gets the bill
When to use
Student fee
Only the one student you select
The student has a special rate, or you are charging for one-on-one classes, or a student joined at a different time than the rest.
Batch (class) fee
All students currently enrolled in that batch
All students in the batch pay the same amount. One plan covers everyone — saves you from creating it 20 times.
💡 Tip: Use batch fees for standard tuition charges. Use student fees for exceptions — a sibling discount, a special rate for a long-term student, or a student who joined mid-batch.
Example — Batch fee: Class 10 Maths batch has 18 students. All pay ₹1,500/month. Create ONE monthly batch fee plan for the batch. All 18 students automatically get a bill every month. Done.
Example — Student fee: Priya's parents requested a discount — she pays ₹1,200 instead of ₹1,500. Create a student fee plan for Priya at ₹1,200. Everyone else stays on the batch plan at ₹1,500.
4. All fee plan types — with many scenarios
TuitionDesk supports several billing patterns. Choose the one that matches how your centre works.
📅 Monthly
Fixed amount, every month, on the same date.
✅ Use when: you charge the same amount every month for tuition classes.
Key fields: Amount per month · Billing day (which date each month) · Start date · End date (optional)
Scenario A — Standard monthly batch: Maths batch, 20 students, ₹1,500/month, due on 1st. Create a monthly batch plan. 20 fee lines are generated on the 1st of every month automatically.
Scenario B — New student joins June 15: Monthly fee is due on the 1st. Set start date to June 15. TuitionDesk creates a June bill due June 15 (partial month). From July onward, bills are due on the 1st.
Scenario C — Student leaving after October: Set end date to October 31. Bills stop after October. No November bill is generated.
Scenario D — Different fees for different subjects: A student attends Maths (₹1,500) and Science (₹1,200). Create two separate monthly plans — one per subject. The student gets two bills each month.
Scenario E — Fee increase from August: You raised fees from ₹1,200 to ₹1,500 in August. End the old plan on July 31. Create a new plan starting August 1 at ₹1,500.
📆 Weekly
Fixed amount, every week, on a chosen day.
✅ Use when: you run short crash courses or workshops and bill by the week.
Scenario A — Holiday crash course: 4-week May crash course, ₹800/week, due every Monday. Create a weekly plan: ₹800, every Monday, May 1–May 31. 4 fee lines are created, one per Monday.
Scenario B — Saturday special batch: Saturday classes, ₹500/week. Weekly plan due every Saturday. Student gets 4 bills per month.
🔁 Every 4 weeks
Not quite monthly — exactly every 28 days.
✅ Use when: your batch runs in 4-week cycles (13 cycles per year, not 12 months).
This is different from monthly. "Monthly" means the same calendar date each month (12 times/year). "Every 4 weeks" means exactly 28 days from the last bill — so there are 13 billing cycles in a year.
Scenario — 4-week batch cycle: Your centre organises classes in 4-week modules. Each module costs ₹1,000. Set up an "every 4 weeks" plan. The first bill is June 1, next is June 29, next is July 27, and so on — always exactly 28 days later.
💸 One-time
A single charge, collected once, never repeated.
✅ Use when: admission fee, registration, exam fee, material charge, event fee.
Scenario A — Admission fee: ₹500 joining fee for every new student. Create a one-time plan: ₹500, due on joining date, label "Admission fee". One bill. Collect once. Done.
Scenario B — Annual exam fee: ₹300 exam fee once a year for all students in a batch. Create a one-time batch plan: ₹300, due March 10, label "Annual exam fee". Every student in the batch gets one bill.
Scenario C — Study material: You distribute books at the start of the year and charge ₹750. One-time plan per student or batch. Collect once and it disappears from Outstanding when paid.
Scenario D — Event fee: Annual day event, every student contributes ₹200. One-time batch plan: ₹200, label "Annual Day contribution".
🎯 Session pack
Student buys a fixed number of sessions upfront. Each session attended deducts from the pack.
✅ Use when: you offer per-session pricing — e.g. 10 sessions for ₹2,000. Student attends and sessions are deducted.
This is common for one-on-one tutoring, music lessons, hobby classes, or any centre that doesn't charge monthly but by attendance.
Scenario A — Hourly tutor: Home tutor charges ₹300/session. Student buys a pack of 10 sessions (₹3,000 upfront). Teacher marks attendance for each session. When 10 sessions are done, student buys another pack.
Scenario B — Music class: Piano lessons, ₹500/lesson, student bought a 6-lesson pack. After 6 lessons are marked attended, the pack is exhausted. Teacher or owner is notified to renew.
Scenario C — Trial pack: 2 free trial sessions, then a 10-session pack. Create a trial pack (₹0, 2 sessions) for the student. Once exhausted, create a paid pack.
📋 Term / Quarter
One charge per academic term — typically every 3 months.
✅ Use when: you bill students once per quarter or semester instead of monthly.
Scenario A — 4-quarter annual billing: Academic year April–March split into 4 quarters. Fee ₹4,500/quarter. Create a term plan for each quarter. Students get 4 bills in a year — one per quarter, not 12 monthly.
Scenario B — Semester billing: Two semesters: June–October (₹8,000) and November–March (₹8,000). Create two term plans — one per semester. Students get 2 bills per year.
✏️ Custom instalment
You decide each payment date and amount individually.
✅ Use when: each instalment is a different amount or due on a non-standard date.
Scenario A — Unequal splits: Annual fee ₹18,000. Student pays ₹8,000 now (June), ₹5,000 in October, ₹5,000 in February. Create 3 custom instalments with different amounts and dates.
Scenario B — Negotiated schedule: A parent requests to pay in 5 parts whenever convenient. You agree: ₹2,000 in June, ₹3,000 in August, ₹2,000 in October, ₹3,000 in December, ₹2,000 in February. Create 5 custom instalments. Each has its own due date and amount.
Scenario C — JEE batch annual with booking: ₹25,000/year. Student pays ₹5,000 booking at joining, ₹10,000 in July, ₹10,000 in November. Three custom instalments with those exact amounts and dates.
5. Outstanding page — how to use it
Go to Fees → Outstanding. This page shows every fee that has been billed but not fully paid yet.
What you see:
Student name and class
Fee amount due
Due date — bills past due date show Overdue
Any partial payments already made
Dropped students are shown with a Dropped badge — their unpaid fees still show here
What you can do from Outstanding:
Record payment — click Record Payment on any row to collect the fee (full or partial)
Waive — cancel the fee without collecting (e.g. for a student who left)
Filter — filter by branch, batch, or date range to see a specific group
View student — click the student name to see their full profile and fee history
💡 Why does Outstanding show a student I thought was done? If a student is marked Dropped or Inactive but had unpaid fees before they left, those fees still show here. You need to either collect the money or waive the fee to clear the row.
Scenario — End of month collection: On the 5th of each month you sit down and review Outstanding. You filter by "due this month". You can see who has paid (those won't appear) and who hasn't. You call parents of those who are overdue, collect cash, and record it. Outstanding clears as you go.
6. Partial payments
A partial payment is when a student pays some of the fee but not the full amount.
Example: Fee is ₹1,500. Parent pays ₹1,000 today and says they'll pay the remaining ₹500 next week.
How to record a partial payment:
1
Go to Outstanding and find the student's fee line.
2
Click Record Payment.
3
Enter the amount received (e.g. ₹1,000, not ₹1,500).
4
Save. The fee line now shows Partial with ₹500 remaining.
5
When the parent pays ₹500 later, record another payment on the same line. It becomes Paid.
💡 The balance (₹500 in this case) stays in Outstanding until it is fully paid or waived. The parent can also see the partial status in their portal.
What happens to the remaining balance? TuitionDesk keeps the balance on the same fee line. It does not carry forward to the next month's bill automatically — it stays on the original month's bill as pending. You can also choose to split or carry forward manually using the flexible payment option.
Scenario — Student consistently short-paying: A student pays ₹900 every month but the fee is ₹1,000. After 3 months the student owes ₹300. Outstanding will show 3 partial fee lines each with ₹100 remaining. You can collect all ₹300 in one payment across the three lines.
7. Fee summary — your financial overview
Go to Fees → Summary. This is your dashboard for all fee collections — how much you've collected, how much is outstanding, broken down in different ways.
Overview (total numbers)
At the top you see the big numbers for the selected time period:
Total billed — total fee amount that was supposed to be collected
Total collected — how much has actually been paid
Total outstanding — the gap (billed minus collected)
Collection rate — percentage of fees successfully collected
By branch
If you have multiple branches (locations), you can see how each branch is performing. Which branch is collecting well? Which one has more overdue? This helps you focus your follow-ups.
Example: Branch A collected ₹45,000 this month, Branch B collected ₹28,000. But Branch B billed ₹40,000 — so Branch B has ₹12,000 outstanding. You know Branch B needs follow-up calls.
By class (batch)
See fee collection per batch. Which class is paying on time? Which class has the most overdue? Useful for seeing if a particular teacher's batch parents need reminders.
Example: Class 10 Maths has 95% collection. Class 9 Science has 60% collection. You can filter Outstanding by Class 9 Science and send reminders to just those parents.
By fee type
See how much you collected per fee category — tuition fees, admission fees, exam fees, material charges. Helps you understand which fees are getting paid and which are being delayed.
Example: Tuition fees: 90% collected. Exam fees: 45% collected. You know exam fees need a separate reminder campaign.
By student
Drill down to individual students. Click a student name to see their complete fee history — every plan, every fee line, every payment. Very useful for parent meetings where a parent disputes their dues.
Example: A parent calls saying they've paid all fees. You click their child's name in Fee Summary and see all payments — dates, amounts, and method. You can show them exactly what's recorded and what's still pending.
8. Fee statement — how to use it
Go to Fees → Statement. A fee statement is a full account history for a student — all bills and all payments in one view, like a bank statement but for tuition fees.
How to generate a statement:
1
Select the student from the dropdown.
2
Choose a date range (e.g. April 2025 to March 2026 for full academic year).
3
The statement shows every fee billed and every payment made in that period.
4
Export as CSV or print for the parent.
What you see in a statement:
Column
What it means
Date
When the fee was due or when a payment was made
Description
What the charge or payment is for (e.g. "June 2025 Maths Fee")
Charged (Dr)
Amount billed to the student
Paid (Cr)
Amount received from the student
Balance
Running total of what's still owed
Scenario — Parent asks for full year statement: A parent wants to see everything paid and everything owed for their child this year. Go to Statement → select child → select April 2025 to March 2026 → Export PDF or CSV. Share with parent. They can see every charge and every payment clearly.
Scenario — Fee dispute: A parent says "I paid ₹1,500 in August but it's showing outstanding." Open the statement for that student. Look for August. If the payment was recorded, it will appear as a credit. If not, you know it was not entered in the system and you can verify and record it.
9. Receipts and invoices
Receipt — proof of payment collected
A receipt is generated when a fee is paid. It proves money was received. You give it to the parent/student.
How to generate a receipt:
1
Go to Fees → Fee History (transactions page).
2
Find the payment (use the search or date filter).
3
Click the receipt icon on that row.
4
A PDF receipt opens with your centre's name, student name, amount, date, and payment method. Download or share via WhatsApp.
⚠️ Receipt generation (PDF) is available on Growth plan and above. On lower plans, you can still see payment records but cannot generate the PDF receipt.
Invoice — bill sent to parent before payment
An invoice is sent to a parent before they pay — it tells them: "You owe ₹1,500 for June Maths class, please pay by June 5."
How to send an invoice:
1
Go to Fees → Outstanding.
2
Find the fee line you want to invoice.
3
Click the Send Invoice button (envelope icon). The invoice is sent to the parent's email or WhatsApp.
💡 Difference in one line: Invoice = "Please pay this." Receipt = "Thank you, you paid this."
Bulk invoices: From Fee History, you can select multiple fee lines and send invoices to many parents at once — useful at the start of each month.
10. Common questions and tips
Q: I created a fee plan but I see no fee lines. Why?
A: Check the start date and end date. If the start date is in the future, the bill will appear when that date comes. Also check if "auto-generate fees" is turned on in the plan. If it's off, click "Generate fees" manually on the plan card.
Q: A student left my centre but still shows in Outstanding. What should I do?
A: If they owe money, collect it. If you want to write it off, click Waive on those fee lines. Once all outstanding lines are cleared (paid or waived), the student disappears from Outstanding.
Q: I charged the wrong amount. Can I fix it?
A: If the fee has not been collected yet, you can edit the fee line directly. If it has been collected, you may need to void the payment and re-enter it correctly.
Q: Can a parent pay online?
A: Yes, if you have connected Razorpay or Stripe in Settings. Parents see a "Pay now" button in their portal and can pay by UPI, card, or net banking. The payment is recorded automatically.
Q: What happens to a batch fee plan when a student is removed from the batch?
A: Future fee lines are not generated for students who leave the batch. Already-generated unpaid lines remain in Outstanding.
Q: Can I charge different amounts for different students in the same batch?
A: Yes. Create a batch plan for the standard amount. Then create individual student plans for students with different rates. Both plans can coexist.
Need more help?
Open the app and use Help → Ask TuitionDesk AI. Describe your situation and it will guide you step by step — in English or Hindi.