> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Fee Management

> Define fee structures, run bulk fee schedules, generate individual fee records for students, track outstanding balances, and send payment requests - the complete fee collection lifecycle.

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

1. Go to **Education workspace → Fee Management card → Fee Structure**.
2. Click **New**.
3. 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                                   |

4. Save, then **Submit**.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-fee-structure-form.png" alt="Fee Structure form showing programme, academic year, components table with fee categories and amounts, and total" />
</Frame>

***

## 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

1. Go to **Education workspace → Fee Management card → Fee Category**.
2. Click **New**.
3. Enter the **Category Name** and **Description**.
4. 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

1. Go to **Education workspace → Fee Management card → Fee Schedule**.
   *(Or from the Fee Structure record, use the Make Fee Schedule button.)*
2. Click **New**.
3. 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                                            |

4. 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

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-fee-schedule-form.png" alt="Fee Schedule form showing fee structure, due date, student groups table, and send payment request option" />
</Frame>

***

## 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

1. Go to **Education workspace → Fee Management card → Fees**.
2. Click **New**.
3. 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               |

4. 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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-fees-form.png" alt="Fees record showing student, programme enrolment, fee components, grand total, and payment request settings" />
</Frame>

***

## 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

<Steps>
  <Step title="Fee categories set up">
    Fee Categories are created for each type of charge, such as Tuition, Library, and Examination.
  </Step>

  <Step title="Fee structure created and submitted">
    A Fee Structure is created for the programme, academic year, and fee components, then submitted.
  </Step>

  <Step title="Fee schedule created">
    A Fee Schedule is created, linking the Fee Structure to the relevant Student Groups and setting the due date.
  </Step>

  <Step title="Fee schedule submitted">
    Submitting the Fee Schedule triggers bulk fee record creation for all students in the listed groups.
  </Step>

  <Step title="Individual fee records created per student">
    One Fees record (invoice) is generated per student automatically.
  </Step>

  <Step title="Payment request emails sent">
    Students and guardians receive payment link emails if the Send Payment Request option was enabled.
  </Step>

  <Step title="Students pay">
    Students complete payment via the online gateway or payment is entered manually by accounts staff.
  </Step>

  <Step title="Payment recorded in accounts">
    The payment is recorded against the linked Sales Invoice in the accounting system.
  </Step>

  <Step title="Outstanding amount updated">
    The Outstanding Amount on the Fees record updates automatically as payments are received.
  </Step>

  <Step title="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.
  </Step>
</Steps>

***

## 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.

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-student-fee-collection-report.png" alt="Student Fee Collection report showing student name, programme, total fees, amount paid, and outstanding balance columns" />
</Frame>

***

## 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.

***

## Related Features

* [Programmes & Courses](/education/college-management/programmes-and-courses) - programme enrolment that triggers fee creation
* [Student Management](/education/college-management/student-management) - student and guardian email addresses for payment notifications
* [Reports](/education/college-management/reports) - fee collection reports in detail