Dues, statements and online fee payment
Students and parents see every due, receipt and the statement on the portal and the Campus app, and pay through your college's payment gateway. Applicants pay the application fee by a pay link, and receipts are made at once.
PLANSFrom Growth
The problem it solves
- Students walk to the accounts office to ask how much is due for the semester.
- Online transfers arrive with no name, and the accountant matches them to students by hand.
- A student living away from home cannot pay without a trip to the counter.
- Applicants pay the application fee by transfer and email a screenshot, which someone checks one by one.
How it works
- Your college opens a payment gateway account and switches it on for the Entity. The Online Payment mode is paid into the gateway's bank journal.
- A student or parent signs in to the portal or the Campus app and opens Fees. They see Due now, Overdue, Credit with the college and Refundable deposit held.
- Every due is ticked to start with. They untick what they do not want to pay now and press Pay online.
- The payment page lists what is being paid with the total. They pay by the methods your gateway offers, such as UPI, card or net banking.
- When the gateway confirms, receipts are made as at the counter, one per receipt book, with the gateway's reference.
- An applicant without a login gets a pay link from the admissions office and pays the application fee the same way.
Everything it does
What students and parents see
- Dues, oldest first: name, due date, Overdue or Partly paid, the amount still to pay
- A second line when something changed the amount: fee, concession, waived, late fee and paid
- Receipts, 10 per page on the portal, each opening as a PDF; payments from the old system are marked as such
- Statement (PDF) of all years: dues, receipts, old invoices and the credit balance
- The payment plan, with the choice of plan until the college's date, and approved concessions
- Industrial visit, trip and event invitations to answer
- Dues paid by a scholarship sponsor are not shown as the student's to pay
Paying
- A student with their own login pays for themselves. A parent pays for each of their children at the college, or all of them in one payment
- The full open amount of each ticked due is paid; part payments are made at the counter
- The amount and the dues are fixed by the server when the payment starts and checked again
- A due paid at the counter while someone was paying online is not lost: the money becomes the student's credit
- Card and bank details stay with the payment gateway; the college does not see them
- Parents with view-only access can still pay
Gateways
- Online payment uses the platform's payment providers: Razorpay is the one set up first; Stripe and other providers are also available
- Each Entity needs its own provider account
- Pay online shows only when a provider is switched on (or in test mode) and an Online Payment mode exists
- Without a gateway, students and parents still see everything and read "Please pay at the fee counter"
Application and admission fees
- Each application has a pay link: a public page with the applicant, what they applied for and the amount still to pay
- Send Pay Link on the application emails it to the applicant; Make Pay Link shows it to copy into SMS or WhatsApp by hand
- Once a seat is offered and admission fees are waiting, the same link takes those fees instead
- The receipt moves to the student on admission and shows under Receipts
Reminders
- Fee Due Soon: 3 days before a due date, to start with
- Fee Overdue: 1, 7 and 15 days after a missed due date, to start with
- One message per student with the day's total, not one per fee
- Tapping a fee notification in the app opens the right Fees page
Who uses it
StudentSees dues, receipts and the statement, pays online, chooses the payment plan and answers industrial visits.
ParentSees and pays the same for their children, with full or view-only access.
ApplicantPays the application fee, and later the admission fees, through the pay link.
Accountant (fee Manager)Sets up the gateway and the Online Payment mode, and sees online receipts with the gateway reference.
AdministratorSwitches the Fees page of the portal on or off per Entity and sets the reminder days.
Where you use it
- Student and parent portal: Fees, on each student's page, with Pay online
- The Campus app: the Fees tab with Dues, Receipts, Plan and trips (built and in testing, not in the app stores yet)
- Pay link page: the application and admission fees, with no login
- Web: Accounting > Configuration > Payment Providers, and Fees > Configuration > Fees and Rules > Payment Modes
- Not a part payment online: the full open amount of each ticked due is paid
What you control
Settings
- Fees & Online Payment on the portal: on for each Entity, on the Entity's Parent & Student Portal tab
- Remind Days Before Due: 3
- Overdue Reminders After (days): 1,7,15
- Payment provider per Entity: none until your college connects its gateway account
- Application Fee: the amount the pay link asks for
Notifications
- Fee Due Soon and Fee Overdue: by push, WhatsApp, SMS, email and in-app
- Fee Receipt: after each payment, with a link to check the receipt; the email carries the receipt PDF
- New Fee Dues: when a year's dues are raised or the plan changes
- These messages go to the father, mother and guardian to start with. Tick Student on the event in the notification settings so students who pay their own fees hear too
- Each person can switch off a channel, such as SMS, for themselves; the event itself cannot be switched off, and in-app notices always arrive
Questions
Which payment gateways can we use?
Online fees use the platform's payment providers. Razorpay is the one we set up first; Stripe and others are also there. Your college opens the gateway account itself.Has online payment been tried with real money?
Not yet. It was tested end to end with a test payment provider, including a due paid at the counter during an online payment. A live payment is tried with you before go-live.Can students pay their own fees?
Yes. A student with their own login sees the same Fees page as a parent and pays online. Tick Student on the fee messages so they get the reminders too.How does an applicant pay the application fee?
The admissions office presses Send Pay Link on the application, or copies the link into a message. The applicant pays on that page; no login is needed.Is the Campus app in the stores?
Not yet. The app is built and has been tried on a phone simulator. Students and parents can use the web portal today.Related features
FEESFee counter and receipts with a QR checkYour cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt carries a QR code that a bank or scholarship office can scan to check it. A bounced cheque opens the dues again.APPS AND PORTALCampus app and web portal for students and parentsStudents sign in to the Campus app or the web portal and act for themselves: attendance, timetable, assignments, results, electives, leave, certificates, placements and fees. Parents get their own login and see the same pages, view only unless you decide otherwise.ADMISSIONS AND STUDENT RECORDSAdmissions: enquiries, applications and the student recordEach application moves through your admission stages, from the first enquiry to a confirmed seat. When the admission fees are paid, one click makes the student record, with the programme, the semester and the fee receipts already on it.FEESFee structures, payment plans and instalmentsWrite each programme's fees for the year once, per intake, with semester-wise or full-year plans. Every student of that programme and intake gets the right dues, split into instalments with due dates.FEESIndustrial visits, trips and eventsInvite a programme or a semester to an industrial visit, a tour or the college day with a consent form and a fee. Students answer on the portal or the Campus app, the fee lands on their dues, and attendance on the day fills itself in.ACROSS SMARTMY COLLEGENotificationsSmartMy College tells students, parents, faculty and recruiters when something needs them: an elective window, a fee due, a result, a drive or an offer. Every message also lands in one inbox in the Campus app and on the portal. Each person chooses their channels and their informational messages.
See your own semester run in it.
Tell us how many students you have, which programmes you run, how you hold examinations and how electives are chosen today. We will show you SmartMy College set up that way.