Fees
Fees, receipts, payroll and expenses, in the same school app
फ़ीस, रसीद, पेरोल और ख़र्च — एक ही ऐप में।
Set up fee structures once, bill every student, record payments with receipts, and run payroll and expenses on the same record the principal sees.
In short: the admin sets a fee structure for each class and bills every active student in one step, with a due date on each bill. Concessions, waivers, late fees and corrections are added to the bill, and it shows as overdue once the date passes. The admin records payments (cash, cheque, or a UPI or bank-transfer reference) with a numbered PDF receipt. A payment made by mistake, a bounced cheque or a refund is reversed with a reason, never deleted. Parents see bills and receipts and get reminders before the due date. Fees are paid at the school; paying online in the app isn’t available yet.
How does fee collection work?
The admin sets fees up at the start of the year, then records payments as they come in. Changes are recorded on the bill, and payments are reversed rather than deleted.
- Your own fee heads, grouped into a structure for each class.
- Bill a whole section in one step, with a preview and a suggested due date.
- Edit a structure later, and choose whether existing bills are re-priced.
- Add a concession, waiver, late fee or correction to one bill, or cancel a bill nothing has been paid on.
- Record full or part payments. Each gets a receipt numbered by financial year, as an A5 PDF.
- Reverse a payment for a correction, a bounced cheque or a refund. A reason is required, and the original receipt is marked as reversed.
Access
Who sees what?
Each person sees only the fees that are theirs to see. Only the admin can change them.
Parents and students
Their bills, what’s paid and what’s due, and every payment with a receipt PDF.
Reminders
A push in the 3 days before the due date, then once a week while it’s overdue, in English and Hindi.
Class teachers
Fee status for their own section only.
Admin
Totals across the school’s bills, and each class’s bills student by student.
Can we run staff salaries in Smart Gurukul?
Yes, for basic payroll. The admin sets each employee’s salary structure, then runs payroll every month in the same app.
- Salary structures, then monthly payroll runs: draft, processed, then paid. Staff can be paid one by one, and the run shows partly paid until everyone is paid.
- Payslips in the app, and staff see their own payslip history.
- Not included: PF, ESI, TDS and professional tax aren’t calculated by Smart Gurukul.
Expenses and the school ledger
Infrastructure and event spending goes through approvals, and money in and out is recorded in one ledger the principal can check.
- Vendors, and infrastructure and event expenses with approval.
- Checks built in: nobody approves their own expense. A payment can’t exceed the approved amount or pay the same invoice twice, and a UPI, bank or cheque payment needs its reference.
- One ledger: fee payments, salaries and expenses all land in it, with a day book (opening and closing balance, cash vs bank), a fund summary and receipt reprints.
- Not full accounting: there is no trial balance, balance sheet or Tally export.
FAQ
Fee management: common questions
Can parents pay fees online in the app?
Not yet. Parents see their bills, dues and receipts in the app and get reminders, and fees are paid at the school as today. Each payment then shows in the app with its receipt.
Can we give a concession or charge a late fee?
Yes. The admin adds a concession, waiver, late fee or correction to a single bill, and it is recorded on that bill.
What if a cheque bounces or we refund a fee?
The admin reverses the payment and gives a reason. The receipt is marked as reversed and nothing is deleted, so the history stays complete.
Who can change fees?
Only the school admin can set up fees, bill students and record or reverse payments. Class teachers see their own section’s fee status.
Does payroll handle PF, ESI and TDS?
No. Smart Gurukul runs basic payroll: salary structures, monthly runs and payslips. PF, ESI, TDS and professional tax are not calculated.
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