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Fee management for Schools and Colleges, from the first bill to the last rupee.
Fee management in UIMS sets the fees once, sends every bill on time, takes payment at the counter or online, and posts each rupee to the accounts. Parents see what is due, and the office sees who has paid and who is late.
Fee collection is where Schools and Colleges lose time and trust.
Bills go out late, parents ask the same question again, a payment is entered twice, and the accounts do not match the bank at month end. Each of these is a small problem. Together they take the office's week.
Bills are raised by hand
A class of students is billed one student at a time, and the fee for a late joiner is worked out on paper.
Parents ring to ask what is due
Each family has several children and several fee heads, and nobody has one place where the full picture is shown.
Discounts are given without a second look
A concession is agreed at the counter and never checked by anyone else, so the books and the decision do not match.
Payments do not match the bank
Receipts, online payments and bank statements are reconciled by hand, so a missing rupee takes days to find.
From the fee structure to the accounts, in six steps.
Each step passes the record to the next one. Nobody types a student's name, class or amount a second time.
Set the fees
Fee heads go into a fee structure for each class, programme or batch.
Send the bills
One click sends bills to a whole class, or to one student.
Collect
Families pay online, at the counter, by cheque or by instalment.
Remind
Overdue bills get staged reminders and late fees by rule.
Approve
Discounts, refunds and corrections need a second person.
Close the books
Every payment is posted to the accounts and matched with the bank.
Fee management for Schools and Colleges, set up once and trusted every term.
Each block below is one part of the fee work. Together they cover the whole cycle, and every part is part of the same fee record.
Set up the fees once, and let the rules do the arithmetic.
A fee structure says what each class, programme, course, batch or department pays, and when. The office enters the rules once, and each new term, joiner and tax rate follows them.
- Fee heads and fee structures for each class, programme and semester, course or batch, or department.
- One-time, monthly, term-wise, semester-wise or yearly fees.
- Pro-rata fees for students who join late.
- Late-fee rules: a flat amount or a percentage, with grace days and a maximum cap.
- Tax set by country: GST in India (CGST and SGST, or IGST), VAT in the UK, and GST plus PST in Canada.
Fee structure, Class 6
Bill run, Class 7
Send every bill on time, and let families pay what they can, when they can.
Bills go to a whole class in one run, or to one student. A bill can be paid in parts, and the ledger shows, for every student, what was billed, paid, discounted, refunded and still due.
- Bills for a single student, or for a whole class or batch in one go.
- Bills that can be paid in parts, any number of times.
- GST e-invoices, where the law requires them.
- A clear ledger for every student: billed, paid, discounted, refunded and due.
Give parents a place to pay, whether they are online or at the counter.
A parent with three children sees all three fee accounts in one place, and pays what is due with a few taps. At the counter, the cashier opens a cash session and closes it with a count, so any difference is recorded.
- Online self-service: parents see every child's fees and pay online.
- The fee counter: a cash session is opened, collected, and closed with a cash count and any difference recorded.
- Cheques and post-dated cheques: recorded and cleared, with a penalty for a bounced cheque.
- Instalment plans: a deposit plus equal instalments, each with a due date.
- Auto-debit: UPI and e-NACH mandates collect each instalment automatically.
Fees due for the family
A discount, a refund or a write‑off is never agreed by one person alone.
The person who asks for a concession is not the person who approves it. The system can suggest who is eligible, the approval is confirmed by OTP or a digital sign-off, and a refund goes back to the same account the money came from.
- Concessions and discounts by percentage or amount, for one fee head or the whole bill. The system can suggest who is eligible.
- Refunds against any payment, paid back online to the same account.
- Adjustments and write-offs between bills, fee heads or students.
- Maker-checker everywhere, with approvals confirmed by OTP or a digital sign‑off.
Concession request
Sponsor account
When a Company or trust pays for students, the bill goes to them.
Companies, trusts and CSR programmes can pay for some students. Each sponsor has a contract with credit terms and a limit, and the invoices are addressed to the sponsor, not the family.
- Companies, trusts or CSR programmes that pay for students.
- Sponsor contracts with credit terms and a credit limit.
- Invoices addressed to the sponsor.
Remind late payers politely, in stages, and only where they have agreed.
Overdue bills get reminders on WhatsApp in stages. Reminders go only to parents who have agreed to receive them, and late fees are added on the date the rules say, not when someone remembers.
- Automatic, staged WhatsApp reminders for overdue fees, sent only to parents who have agreed to receive them.
- Late fees added automatically by the institution's rules.
Reminder schedule
Reconciliation, this month
Every payment reaches the books without anyone copying it.
Online payments match the gateway automatically, bank statements are matched by reference and amount, and every receipt, discount and refund is posted to the accounts. Anything not yet posted is shown openly, never hidden. The day book, the cash‑in‑hand report and a Tally export are ready when the accountant needs them.
- Online payments matched automatically with the payment gateway.
- Bank statements uploaded, and payments matched by reference number and amount.
- Every receipt, discount and refund posted to the institution's accounts automatically.
- Day book, cash‑in‑hand report and Tally export.
See who has paid, who is late, and who changed what.
The collection summary shows what has come in and what is still due. The defaulters list names the students behind on fees, and the audit trail records who did what and when.
- Collection summary, defaulters list, collection by fee head and by class or programme, and expected collections.
- A full audit trail of who did what, and when.
Collection summary, Class 8
One fee account for the family
Hostel, exams and admissions send their charges here, as bills.
A parent sees the admission deposit, the exam fee, the hostel rent, the mess charge and any fine in the same fee account. The bills come from the modules that raise them, and the money goes to the same accounts.
- Admission deposits, counselling fees, exam fees, hostel rent, mess charges and fines from other modules all arrive here as bills, so a parent sees everything in one place.
Fee management is connected to the rest of the institution.
Fees start where students join and end where money is counted. These modules are the ones it works with most.
Admissions
Admission deposits arrive here as bills, in the same fee account as everything else.
Finance & Accounts
Every receipt, discount and refund is posted to the same ledger the accounts use.
Scholarships
Scholarships reach the fee account as concessions, requested by one person and approved by another.
Hostel
Rent, mess charges and fines arrive as bills in the student's fee account.
Examinations & Results
Exam fees arrive here as bills, in the same fee account as tuition.
Student Engagement
Attendance, events and parent updates for the same students whose fees are billed here.
Built for the people who handle money at the institution.
Each role sees the fee work that belongs to it, and nothing more.
Fee accountants
Set the fees, raise the bills, and approve discounts and refunds.
You want the bills right the first time.
Cashiers
Collect cash and cheques at the counter, and close the day with a cash count.
You want the cash to match the books.
Parents and students
See what is due, pay online, and set up instalments.
You want to know what is due, without a phone call.
Sponsors
Receive invoices addressed to them, on the credit terms in the contract.
You want to see exactly what you paid for.
Principals and finance heads
See collections, dues and defaulters at a glance.
You want the fee position without asking for it.
Questions people ask about fee management.
What is fee management for Schools and Colleges?
It is the part of the institution's work that sets the fees, sends the bills, takes the payments and records every rupee. In UIMS this is the Fee Management module, and it posts every payment to the accounts.
Can parents pay online in instalments?
Yes. Parents see every child's fees in one place and pay online. A fee can be split into a deposit and equal instalments with due dates, and UPI and e-NACH mandates can collect each instalment automatically.
How are discounts and refunds approved?
One person requests a discount, refund or write-off, and a different person approves it. Approvals are confirmed by OTP or a digital sign‑off. Refunds are paid back online to the same account the payment came from.
Are late fees added automatically?
Yes. Late fees follow the institution's own rules, as a flat amount or a percentage, with grace days and a maximum cap. Reminders are sent in stages on WhatsApp, only to parents who have agreed to receive them.
Does the fee module handle GST and other taxes?
Yes. In India the module handles CGST and SGST, or IGST, and GST e-invoices where the law requires them. Other countries are set up as country settings, such as VAT in the UK and GST plus PST in Canada.
Does fee management connect to accounts and reconciliation?
Yes. Online payments are matched with the payment gateway, bank statements are matched by reference and amount, and every receipt, discount and refund is posted to the accounts. The day book, the cash‑in‑hand report and a Tally export are available.