Fee Management

Define what the school charges, assign fees to students, collect online or offline, track installments, and notify on lifecycle events. A 9 AM cron detects overdue fees and dispatches urgent reminders.

Lists on a phone

The fee structures, assignments, payments, fines and scholarships lists open on cards on a phone — name, amount in the school's currency, status chips, date, and the same actions menu as the table row. The view toggle switches to the table. Amounts in these lists are formatted in School.currency.

Pipeline

1. Admin creates a Fee Structure (tuition, transport, uniform, …)
2. Admin assigns fees to students (individual or bulk)
3. Student + guardians notified (in-app + email)
4. Student pays online (Stripe) or admin records manual payment
5. System tracks installments — PAID / PARTIAL / OVERDUE
6. Daily cron at 9 AM detects overdue → urgent reminders
7. PDF receipt generated for every payment

Fee structure

Defined under Finance → Fees → Fee Structures.

Assignment

Two modes:

• Individual — select student → pick structure → optional custom amount → assign
• Bulk — tick students (or select all) → pick structure → assign

On assignment: FeeAssignment row created with status PENDING, student + all guardians get fee_due notification (in-app + email), sibling discount auto-calculated (e.g. 2nd child 10%, 3rd child 20%).

Automatic. A student placed in a grade — through admission, the add-student wizard, or an edit that changes the grade — gets every structure of the year that charges their grade, plus the school-wide ones. A structure charges a grade, never a class (since 2026-10-04); older class-linked structures were moved to their class's grade.

Payment

Online (student self-service)

Login → My Fees → click "Pay Online" → Stripe Checkout (Visa, MC, Apple Pay)
  → on success, webhook records Payment automatically
  → fee_paid notification (student + guardians)

Offline (admin records)

Finance → Fees → Payments → New Payment
  → select fee assignment → enter amount, method, optional reference
  → Payment record + status update + fee_paid notification

Methods

Gateway is selected automatically based on the school's country.

Installments

Two modes:

• Explicit — admin sets exact dates and amounts (e.g. 5,000 SAR Sep 1 / 5,000 SAR Dec 1 / 5,000 SAR Mar 1)
• Equal split — admin sets count, system divides equally with monthly due dates

Students see a visual timeline with green / yellow / red / gray indicators and a progress bar.

Notifications

Overdue cron

Daily at 9:00 AM:

1. Scan all PENDING and PARTIAL assignments
2. Check if any installment due date has passed
3. Update status to OVERDUE
4. Dispatch urgent notification (amount + fee name)

The overdue notification fires once — when status first changes to OVERDUE. Repeated reminders to already-overdue accounts is a planned enhancement (re-notify if last notification > 7 days).

User preferences: notification types, channels (in-app / email), quiet hours, digest mode (daily / weekly).

Tracking

Payment record fields: payment number (unique), receipt number (unique), amount, date, method, external transaction ID (online), status (PENDING → SUCCESS → REFUNDED?), journal entry link.

Every successful payment generates a downloadable PDF receipt with school branding, payment details, and remaining balance.

Refunds

Refund requests track: request date, reason, approval (processedBy, approvalNotes), supporting documents, status through the refund lifecycle.

Discounts

Sibling discounts

Auto-detected through shared guardians. Configurable percentages (e.g. 2nd child 10%, 3rd child 20%). Applied at assignment time.

Scholarships

Custom amount or percentage, linked to specific fee assignments, full audit trail.

Late fees

Per fee structure:

Key files

See also

• Finance — finance block overview + status matrix
• Invoice — invoice auto-generation from fee assignments
• Notifications — fee_due, fee_paid, fee_overdue
• Admission — enrollment creates fee assignments