Every charge. Every payment. In the picture.

Fee templates

A class’s bill, set once a session.

Pick the class, tick the fee types that apply, and set an amount for each.

• New and returning students. Say who a template is for, so one class can carry separate bills for new intake and returning students.

• Paid amounts stay put. Once a fee has been paid against, its amount is locked, so nobody’s charge changes after the fact.

• Retire a fee type safely. Archive a fee type to stop offering it while every past bill that used it stays intact.

The invoice

Everything a student owes, on one invoice.

Open a student and their invoice for the term lists every fee with its amount, discount, fine, what is paid and what is left, and a status of unpaid, partly paid or fully paid. Transport and hostel charges follow under their own headings. Switch term to see or collect any other term’s fees.

• Straight from search. Find a student with Ctrl+K and open their invoice from the result.

Fees that do not apply

Take a fee off one student’s bill.

A class template does not fit every child: one does not go on the excursion, another does not take a lesson. Remove that fee from their invoice alone, and it moves to a Removed Fees tab, from where it can be put back.

• Transport and hostel too. Unassign a student’s transport or hostel place from the invoice. The confirmation says where to reinstate it, and SMS refuses if anything has already been paid.

• A discount on the whole invoice. Give one discount on the invoice and SMS spreads it across the outstanding fees, using the same rules as payments.

Paying in parts

Pay what you can, when you can.

Type a smaller amount and SMS takes a part payment, sharing it across the fees by the rule you chose. Each fee shows what is paid and what is left, the invoice moves to partly paid, and the next payment carries on from there until it reads fully paid.

Payment history

Every payment, grouped as it was made.

The Payment History tab groups what was collected by transaction, with the date, method and amount, so one payment covering four fees reads as one payment. Tick payments to act on just those, or use a transaction’s own buttons.

• Reversals need a reason. Reverse a payment, a transaction or a selection, and say why. The school owner is notified, and the reversal is kept with who did it and why.

Family collection

One payment for the whole family.

A parent with three children hands over one figure. Family collection shows every child’s bill for the term and what the family owes, takes one payment across them, and records each child’s share against the right fees. The history shows it as one transaction with each child’s part inside.

• Focus on one child. Narrow the page to one child when a parent asks about them, without changing the family totals.

Fee reports

Every way of asking about the money.

Outstanding fees lists who owes, filtered to everyone with a balance, those who have paid nothing, or those part paid, grouped by family or class. Total fees allocated shows everything billed by class, with no payment, part paid and paid in full. The payment report lists each collection day and opens to the payments behind it and the fees each one covered. Fee adjustments puts discounts, scholarships and leaver write-offs together, in detail or as a summary. The fees report lists payments by student and fee type, and the fine report the payments that carried a late fee.

• Money you were not owed. Fee Discrepancies finds fees paid twice and discounts given after payment, with a fix for each.

• Export. Fee reports export to Excel and CSV.