Fees, invoices, and payments
Schoolwati's fee flow runs in three steps: set up the structure → generate invoices → collect payments. You set up the structure once per academic year; invoices flow from it automatically.
Step 1: Build a fee structure
A fee structure says what students in a class should pay and how often.
- From the menu: Fees → Fee Structures.
- Click + New Structure.
- Pick the class the structure applies to.
- Add categories — Tuition, Transport, Lab, Library, etc. Each has its own amount.
- Set the schedule — yearly, term-wise, or monthly. The schedule decides how many invoices each student gets per year.
- Click Publish — drafts don't create invoices.
Step 2: Generate invoices
- From the menu: Fees → Generate Invoices.
- Pick a class and the period (term or month).
- The preview shows every student with their calculated total.
- Click Generate. Invoices appear immediately in the Income register and parents get them by email.
Discounts, scholarships, and concessions are applied at the student level on the invoice itself — your fee structure stays clean.
Step 3: Record payments
Online (parent pays)
Parents pay through the link in the invoice email. Razorpay handles UPI, cards, netbanking, and wallets. On success:
- The invoice is automatically marked Paid.
- A receipt is emailed to the parent.
- The payment shows on the Income page.
Offline (cash, cheque, bank transfer)
- Open the invoice from Fees → Income.
- Click Record Payment.
- Pick the mode, amount, reference number (cheque number, UTR).
- Save. The invoice moves to Paid (or Partial if less than full).
Tracking defaulters
Fees → Income → Defaulters lists every student with an overdue invoice. Click any row for parent contact details and to send a reminder.
Reversing a payment
You can't directly delete a payment. To reverse one (paid twice, wrong amount), it goes through a request → approve flow. See Payment reversals.