Fees paid online by parents
Parents see every due, receipt and the statement on the portal and the Campus app, and pay through your school's gateway. One payment can cover all their children at your school, and the receipts are made at once.
PLANSFrom Growth
The problem it solves
- Parents phone the office to ask how much is due, and the office looks it up in the register.
- Online transfers arrive with no name, and the accountant matches them to children by hand.
- Parents with two children make two trips to the counter.
- Families lose paper receipts and ask for copies at the end of the year.
How it works
- Your school opens a payment gateway account and switches it on for the Entity. The Online Payment mode is paid into the gateway's bank journal.
- Parents sign in to the portal or the Campus app and open Fees. They see Due now, Overdue, Credit with the school and Refundable deposit held.
- Every due is ticked to start with. The parent unticks what they do not want to pay now and presses Pay online.
- The payment page lists what is being paid with the total. The parent pays 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 child and receipt book, with the gateway's reference.
- The receipt appears under Receipts and the parent gets the receipt message.
Everything it does
What 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 school's date, and approved concessions
- Trip and event invitations to answer
- Dues paid by a sponsor are not shown to the family
Paying
- Pay for one child, or Pay for all my children at one school in a single payment; each child gets their own receipt
- Children at two of your schools are paid in two payments, one per school
- 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 the parent was paying online is not lost: the money becomes the child's credit
- Card and bank details stay with the payment gateway; the school does not see them
- Parents with view-only access can still pay
Gateways
- Online payment uses the payment providers of the platform: Razorpay is the one set up first; Stripe and other providers are also available
- Each Entity needs its own provider account
- Online payment shows only when a provider is switched on (or in test mode) and an Online Payment mode exists
- Without a gateway, parents still see everything and read "Please pay at the fee counter"
Applicants
- An applicant without a login pays the application fee through a pay link, emailed from the application or sent by SMS or WhatsApp
- The receipt moves to the student on admission and shows in the parent's 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 child with the day's total, not one per fee
- Tapping a fee notification in the app opens the right Fees page
Who uses it
ParentSees dues, receipts and the statement, pays online, chooses the payment plan and answers trips.
Student with own loginSees and pays the same as a parent with full access.
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
- Parent portal: Fees, under Fees and services, on each child's page; Pay online also on the page that lists the children
- The Campus app: Fees and services in the Menu, with Fees due, Receipts, Plan and trips. Built and in testing, not in the app stores yet
- Pay link page: the application fee, with no login
- Web: Accounting > Configuration > Payment Providers, and Fees > Configuration > Fees and Rules > Payment Modes
- Not a part payment online: parents pay the full open amount of each due they tick
What you control
Settings
- Fees & Online Payment on the parent 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 school connects its gateway account
Notifications
- Fee Due Soon and Fee Overdue: to the father, mother and guardian, by push, WhatsApp, SMS, email and in-app
- Fee Receipt: to the father, mother and guardian after each payment, with a link to check the receipt; the email carries the receipt PDF
- New Fee Dues: to the parents when a year's dues are raised or the plan changes
- Each parent 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 school 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 a parent pay for two children at once?
Yes, when both are at the same school. The parent pays once and each child gets their own receipt.What if the parent pays a due that was just paid at the counter?
The money is not lost. It is kept as the child's credit with the school, used for the next dues or refunded.Is the Campus app in the stores?
Not yet. The app is built and has been tried on a phone simulator against a demo family. Parents can use the web portal today.Related features
FEESFee counter and receiptsYour cashier picks a student, ticks the dues and takes cash, cheque, UPI, card or a bank transfer. The receipt prints with a QR code that anyone can scan to check it, and a bounced cheque opens the dues again.APPS AND PORTALCampus app for parents and studentsOne app on Android and iPhone for parents and students: attendance, timetable, homework, results, notices, leave, meetings, fees and chat with teachers. A parent signs in once and switches between all their children, even in different schools of your group.APPS AND PORTALParent and student web portalThe pages of the Campus app, in any web browser on a computer or phone. Attendance, timetable, homework, results, circulars, leave, meetings, certificates and fees are all there. One login shows every child of the family.FEESFee structures, instalments and concessionsWrite each class's fees for the year once, with term-wise or monthly plans, and every student gets the right dues. Sibling, staff-child and scholarship concessions, waivers and advance credit sit on the same fee ledger.FEESTrips and events parents answer and pay forInvite classes to a field trip, an excursion or the annual day with a consent form and a fee. Parents agree and answer on the portal or the Campus app. The fee lands on their dues, and attendance fills itself in.ACROSS SMARTMY SCHOOLNotificationsSmartMy School tells parents, students and staff when something needs them: an absence, homework, a fee due, a result, a child leaving the gate. Every message also lands in one inbox in the Campus app and the portal. Each parent chooses their channels and their informational messages.
See your own school year run in it.
Tell us how many students you have, which classes you run and how you collect fees today. We will show you SmartMy School set up that way.