Fee Management

Fee Management in College Management handles the full financial cycle for student fees - from defining how much each programme costs, to generating fee invoices for every student, tracking payments, and following up on outstanding balances. It connects directly to Bizaxl’s accounting system so all fee income is properly recorded.

Who Uses This Feature

Role	What They Do
Finance / Accounts Officer	Creates fee structures, fee categories, and fee schedules; monitors collection
Accounts Manager	Submits fee schedules, approves fee records
Academic Administrator	Links fee schedules to programme enrolments; views fee records
Student / Guardian	Receives payment requests by email; can view fee status via portal

Before You Start

You need:

At least one Academic Year (and optionally an Academic Term)
At least one Programme
At least one Fee Category (e.g. “Tuition”, “Library Deposit”, “Transport”)
Receivable Account configured in your chart of accounts
Students enrolled in a Programme Enrolment

Fee Structure

A Fee Structure defines the fee amounts for a specific programme, academic year, and optionally a student category. It is the template that fee schedules and invoices are built from.

Creating a Fee Structure

Go to Education workspace → Fee Management card → Fee Structure.
Click New.
Fill in:

Field	What to Enter
Programme	Which programme this structure applies to (required)
Academic Year	The year these fees apply to (required)
Academic Term	The term, if fees are term-specific
Student Category	Optional - create category-specific rates (e.g. scholarship students)
Receivable Account	The account that receives fee payments (required)
Cost Center	Optional accounting dimension
Company	Your institution’s company record
Components	Add each fee line: Fee Category, Amount (required)
Total Amount	Auto-calculated from the components

Save, then Submit.

Fee Categories

A Fee Category is a type of charge - for example, “Tuition Fee”, “Examination Fee”, “Library Fee”, “Hostel Fee”. Each row in a Fee Structure’s components table references a Fee Category.

Creating a Fee Category

Go to Education workspace → Fee Management card → Fee Category.
Click New.
Enter the Category Name and Description.
Save.

Fee Schedule

A Fee Schedule is a batch billing run. It generates one fee invoice for every student in a specified group (by programme, student category, or academic year), based on a submitted Fee Structure. Running a Fee Schedule is how you bill an entire intake at once.

Creating a Fee Schedule

Go to Education workspace → Fee Management card → Fee Schedule. (Or from the Fee Structure record, use the Make Fee Schedule button.)
Click New.
Fill in:

Field	What to Enter
Fee Structure	The submitted fee structure to use (required)
Due Date	When fees are due (required)
Posting Date	The date the fee records will be posted
Academic Year	Auto-populated from Fee Structure (required)
Academic Term	Auto-populated from Fee Structure
Programme	Auto-populated
Student Category	Filter to a specific category if needed
Currency	The billing currency
Receivable Account	Auto-populated from Fee Structure
Send Payment Request Email	Tick to automatically email payment links to students/guardians on submission
Student Groups table	Add the student groups to bill - the schedule generates one invoice per student in these groups
Components	Fee lines - auto-populated from Fee Structure
Grand Total	Total across all students - calculated automatically

Save, then Submit.

On submission, Bizaxl:

Creates one Fees (fee invoice) record per student in the listed student groups
If “Send Payment Request Email” is ticked, sends a payment link email to each student/guardian

Fee Schedule form showing fee structure, due date, student groups table, and send payment request option

Fees (Individual Fee Records)

A Fees record is the individual invoice for one student. It is created automatically from a Fee Schedule or from a Programme Enrolment. You can also create one manually for a specific student.

Creating a Fee Record Manually

Go to Education workspace → Fee Management card → Fees.
Click New.
Fill in:

Field	What to Enter
Student	The student being billed (required)
Programme Enrolment	Link to the student’s enrolment (required)
Fee Structure	The applicable fee structure (required)
Institution	Your institution (required)
Date	Invoice date (required)
Due Date	Payment deadline (required)
Currency	Billing currency
Components	Fee lines - auto-populated from Fee Structure
Grand Total	Calculated automatically
Receivable Account	Account to receive payments
Send Payment Request	Tick to send payment link email on submission
Include Payment	Tick if a payment gateway is configured
Student Email / Guardian Email	Used for payment request emails

Save, then Submit.

On submission, a Sales Invoice is created in the accounting system (or a Sales Order, depending on Education Settings). Payment is tracked through the accounting module.

Fees record showing student, programme enrolment, fee components, grand total, and payment request settings

Field Guide

Fee Structure

Field	Purpose
Programme	Defines which students this structure applies to
Academic Year	The year these rates are valid for
Student Category	Creates category-specific rates (e.g. half-fee scholarships)
Components	The fee breakdown - each row is a Fee Category + Amount
Total Amount	Sum of all components - what each student is charged
Receivable Account	Where income is posted in the accounts

Fee Schedule

Field	Purpose
Fee Structure	The template for amounts and accounts
Due Date	Payment deadline printed on the invoice
Student Groups	Which groups are billed - determines who receives an invoice
Send Payment Request Email	Triggers automatic payment link emails on submission
Status	Draft / Partially Paid / Paid - tracks collection progress

Fees (Individual Invoice)

Field	Purpose
Student	Who is being billed
Programme Enrolment	Ties the fee to the student’s formal enrolment
Fee Structure	Determines the fee components and amounts
Grand Total	Total amount owed
Outstanding Amount	How much remains unpaid
Due Date	Payment deadline

Fee Workflow Journey

Fee categories set up

Fee Categories are created for each type of charge, such as Tuition, Library, and Examination.

Fee structure created and submitted

A Fee Structure is created for the programme, academic year, and fee components, then submitted.

Fee schedule created

A Fee Schedule is created, linking the Fee Structure to the relevant Student Groups and setting the due date.

Fee schedule submitted

Submitting the Fee Schedule triggers bulk fee record creation for all students in the listed groups.

Individual fee records created per student

One Fees record (invoice) is generated per student automatically.

Payment request emails sent

Students and guardians receive payment link emails if the Send Payment Request option was enabled.

Students pay

Students complete payment via the online gateway or payment is entered manually by accounts staff.

Payment recorded in accounts

The payment is recorded against the linked Sales Invoice in the accounting system.

Outstanding amount updated

The Outstanding Amount on the Fees record updates automatically as payments are received.

Fee collection reports reviewed

The Student Fee Collection and Programme Wise Fee Collection reports are used to monitor balances and follow up on outstanding payments.

Reports & Monitoring

Student Fee Collection Report Shows the fee collection status for individual students - amounts invoiced, amounts paid, and outstanding balances. Access: Education workspace → Fee Reports card → Student Fee Collection Programme Wise Fee Collection Report Summarises fee collection by programme - useful for management reporting on revenue by course. Access: Education workspace → Fee Reports card → Programme Wise Fee Collection The Sales Invoice shortcut on the workspace dashboard shows the number of unpaid invoices, giving a quick view of outstanding fee collection.

Student Fee Collection report showing student name, programme, total fees, amount paid, and outstanding balance columns

Payment Requests

When a Fees record is submitted with “Send Payment Request” ticked, Bizaxl sends an email to the student’s email address (and their guardian’s, if linked) containing a payment link. The recipient clicks the link and completes payment via the configured payment gateway (such as Razorpay). Payment gateway settings (API key and secret) are configured in Education Settings.

Automatic Actions

Action	When It Happens
Fees records created for all students	When a Fee Schedule is submitted
Payment request email sent	When a Fees record is submitted with “Send Payment Request” ticked
Sales Invoice created	When Fees record is submitted (based on Education Settings)
Sales Order created	When Education Settings is configured to use Sales Orders instead
Outstanding Amount updated	Automatically when a payment is recorded against the linked Sales Invoice

Education Settings - Fee Options

In Education Settings, the following options affect fee behaviour:

Setting	What It Does
Submit Sales Invoice from Programme Enrolment / Fee Schedule	Auto-submits the Sales Invoice when the Fees record is submitted
Create Sales Order instead of Sales Invoice	Creates a Sales Order (not a direct invoice) for fee collection
Sales Invoice Posting Date = Fee Schedule Posting Date	Aligns the invoice date with the fee schedule posting date
Razorpay Key / Secret	Payment gateway credentials for online payment links

Best Practices

Set up Fee Categories first - you cannot create a Fee Structure without at least one Fee Category in the components table.
Use one Fee Structure per programme per year - this keeps your billing clean and makes reports easy to read by programme and year.
Create category-specific Fee Structures for scholarship students - rather than manually adjusting individual invoices, create a separate Fee Structure for each discounted category.
Use Fee Schedule for all bulk billing - running it manually for each student is unnecessary. One Fee Schedule run bills an entire programme’s student groups.
Test with a small student group first - before running a schedule for 500 students, run it for a test group of 5 to verify the amounts and accounts are correct.
Review the Sales Invoice shortcut regularly - the workspace shortcut shows unpaid invoices at a glance. Use this to flag overdue accounts for follow-up.

Troubleshooting

Fee records are not being created when I submit a Fee Schedule. Check that the student groups listed in the Fee Schedule have students in their Students table. Also ensure the Fee Structure is in submitted status - draft fee structures cannot be used. Payment request emails are not being received by students. Check that the student record has a valid Student Email Address and that their guardian record has an Email Address. Also verify the payment gateway is configured in Education Settings. I need to cancel a fee record after it has been submitted. You can cancel a Fees record if no payment has been received. Go to the record, click Cancel. If a payment has been partially recorded, you will need to cancel the payment entry first. The fee amount is wrong on individual records. If the Fee Structure was modified after the Fee Schedule was run, existing Fees records will not update automatically. You will need to cancel the incorrect records and regenerate them.

Programmes & Courses - programme enrolment that triggers fee creation
Student Management - student and guardian email addresses for payment notifications
Reports - fee collection reports in detail

College Management

E-Classroom

Learning Management System

Tuition Centre

Who Uses This Feature

Before You Start