School fee management software with instalments and Indian receipts
Set the fee structure once, give every family the plan that suits them, collect in seconds and always know who owes what. School MS turns the fee counter into the easiest part of the day.
Updated
A fee plan for every student
When you choose a class on the admission form, its yearly fee fills in with the fee heads that make it up. Then choose how this family pays.
- All at once – one payment of the full fee, with a due date.
- Instalments – a first payment and its date, then a number of monthly instalments starting from the second payment date.
- Concessions – change the total for a sibling discount, scholarship or staff ward.
- Schedule preview – every payment with its date and amount, before you save.
A fee plan is set when you admit a student. School MS can also send fee reminders on WhatsApp, collections and dues roll up into the school ERP reports, and fees sit on each student’s profile. To set up your own fee structure, book a free School MS demo.
Collect fees in seconds
- Search the student by name or admission number – the next instalment and amount are suggested.
- Any payment mode – cash, UPI, card, bank transfer or cheque, with the transaction reference.
- Quick amounts – “Next 2 instalments”, “Next 3 instalments” or “Full balance”.
- Parents notified – an automatic WhatsApp / SMS / email receipt and an app notification.
- Payment history – every receipt, searchable by student, receipt number or reference.
Always know what is pending
- Pending fees by class, in school order, with the overdue amount for each student.
- Student list shows each balance and how many instalments are left, and filters by fees due, overdue or fully paid.
- Dashboard – fees collected this month against last month, overdue total and a class-wise fee status chart.
- Reports – overdue ageing, defaulters, collection rate and how fees were paid.
- Follow-ups and reminders – overdue families become follow-ups; send a reminder on WhatsApp in one tap.
What the fee receipt includes
| Section | What it shows |
|---|---|
| Letterhead | Logo, school name, address, phone, email, website, affiliation number, school code / UDISE and GSTIN (if GST applies) |
| Receipt details | Receipt number, date, academic year |
| Student | Name, admission number, class and section, roll number, father's / mother's name, mobile |
| Particulars | Which instalments this payment settled, with due dates and amounts; any advance |
| Amount in words | Indian system – e.g. “Rupees One Lakh Twenty Five Thousand Only” |
| Payment | Mode, UPI transaction ID / UTR / cheque number and bank, remarks |
| Balance | Total fee for the year, paid till date, balance due and the next due date |
| Signatures | Cashier and authorised signatory; parent copy and office copy on one A4 sheet |
Collecting school fees online with UPI
Indian parents increasingly pay by UPI, but many schools still reconcile payments by hand: matching bank statements to students, writing receipts and updating a register. Fee collection software for schools should record each payment against the right instalment with its UPI reference, issue the receipt at once and update the pending-fees list automatically.
In School MS the accountant searches the student, chooses the term or instalment, records the amount and method – UPI, cash, cheque, card or bank transfer – with the reference, and the receipt is ready to print or share. The parent can be sent the receipt on WhatsApp automatically.
The school fee receipt format, with and without GST
A clear receipt avoids disputes. The School MS receipt prints a parent copy and an office copy on one page, with the school's name, logo and address, the receipt number and date, the student's class and admission number, the fee items, the amount in words in lakh and crore, the payment mode and reference, and the balance still due.
GST can be switched on in settings, adding a CGST / SGST split to the receipt. Whether GST applies depends on the fee head and your school's situation, so confirm the treatment with your chartered accountant before switching it on.
How to reduce fee defaults
Practical steps schools use with School MS.
| What to check | How School MS does it |
|---|---|
| Plans families can manage | Offer monthly instalments where full payment is hard; each family's plan is its own. |
| Reminders before the due date | Automatic WhatsApp or SMS reminders, not only after the date has passed. |
| Know who owes what | Pending and overdue lists by class, with the next instalment and due date. |
| Follow-ups with an owner | Overdue fees become follow-ups assigned to a staff member, so someone calls. |
| Instant receipts | Parents who get a receipt immediately trust the process and pay on time. |
Fee management – common questions
Can each student have a different fee plan?
Yes. At admission you choose to collect the full fee at once (with a due date) or a first payment followed by monthly instalments. The total can be changed for a concession.
How are instalment dates decided?
You enter the first payment date and the date of the second payment. Every later instalment falls on the same date of the following months; in shorter months it moves to the last day of that month.
A parent paid two instalments and now wants to spread the rest over more months. What do we do?
Open the student's Fees tab and choose Edit fee plan. The paid instalments stay as they are, and only the remaining balance is split into the new number of monthly instalments.
A parent wants to pay the next two months in advance.
At the fee counter tap “Next 2 instalments” (or type any amount). The extra amount settles the following instalments in order, and the next due date moves forward automatically.
Does the receipt follow the Indian format?
Yes – school letterhead with affiliation number, receipt number and date, student and parent details, particulars with due dates, amount in words in lakh and crore, payment mode with UPI / UTR / cheque reference, balance due, and cashier and authorised signatory. Parent and office copies print on one A4 sheet.
Is GST supported?
Yes. Switch on GST applicable in settings and enter your GSTIN and rate; receipts then show the taxable value, CGST and SGST. Core school tuition is usually exempt, so check with your accountant before turning it on.
Related solutions
Make fee collection the easy part of your day
Book a free demo and we'll set up your fee structure and a few sample plans with you.