> ## 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.

# Fees & Finance

> How to set up fee structures, raise invoices for all students at once, send automatic payment request emails, and track what has been collected and what is still outstanding.

The Fees & Finance module handles everything from defining what you charge to collecting what you are owed. You set up fee structures once per programme, then raise invoices for all students in a group with a single billing run. Payment request emails go to students and guardians automatically, and two collection reports keep you informed of what has been paid and what is outstanding.

***

## What Fees & Finance Covers

| Area               | What It Does                                                                            |
| ------------------ | --------------------------------------------------------------------------------------- |
| **Fee Structure**  | Define what fees are charged - which components (tuition, library, sports) and how much |
| **Fee Schedule**   | Run a billing operation for all students in a year group at once                        |
| **Fee Collection** | Track payments, view outstanding balances, and chase overdue amounts                    |

***

## How the Fee Pipeline Works

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart TD
  FC[Fee Category<br/>types of charges: Tuition, Library, Sports]
  FC --> FS[Fee Structure<br/>amounts per programme/year]
  FS --> PE[Programme Enrollment<br/>student enrolled - fee invoice created automatically]
  FS --> FSC[Fee Schedule<br/>bulk billing - one invoice per student]
  PE --> FE[Fees record<br/>individual invoice for a student]
  FSC --> FE
  FE --> PR[Payment Request email<br/>sent to student and guardian]
  PR --> PA[Student pays via payment link<br/>Sales Invoice updated - balance reduces]
```

***

## Who Uses Fees & Finance

| Role                                   | What They Do                                                     |
| -------------------------------------- | ---------------------------------------------------------------- |
| **Finance Officer / Accounts Manager** | Creates fee structures, runs fee schedules, monitors collections |
| **Academic Administrator**             | Triggers fee creation when submitting programme enrolments       |
| **Management**                         | Reviews Programme Wise Fee Collection report for revenue health  |

***

## Before You Start

Before running any billing:

1. **Fee Categories** must exist (tuition, sports, library, etc.)
2. **Fee Structure** must be set up for the programme and academic year
3. **Students** must be enrolled in programmes (for automatic invoice creation)
4. **Payment gateway** configured in Education Settings (for online payment links to work)
5. **Guardian email addresses** must be on student records (for payment notifications)

***

## Automatic Actions - What the System Does For You

| When This Happens                                       | System Does This                                                         |
| ------------------------------------------------------- | ------------------------------------------------------------------------ |
| Programme Enrollment submitted                          | Fee invoices created automatically from the Fees table in the enrollment |
| Fee Schedule submitted                                  | One fee invoice created per student in the selected groups               |
| Fee record submitted with "Send Payment Request" ticked | Email with payment link sent immediately to student and all guardians    |
| Student pays via the payment link                       | Outstanding balance on the Sales Invoice reduces                         |

***

## In This Section

<CardGroup cols={3}>
  <Card title="Fee Structure" icon="list" href="/education/fees-finance/fee-structure">
    Define what fees are charged and how much for each programme and year
  </Card>

  <Card title="Fee Schedule" icon="calendar-check" href="/education/fees-finance/fee-schedule">
    Run a billing operation for all students in a year group at once
  </Card>

  <Card title="Fee Collection" icon="money-bill" href="/education/fees-finance/fee-collection">
    Track payments, view outstanding balances, and manage overdue accounts
  </Card>
</CardGroup>

***

## Key Reports for Finance Teams

| Report                              | When to Run                        | Where to Find It                       |
| ----------------------------------- | ---------------------------------- | -------------------------------------- |
| **Student Fee Collection**          | Every Friday - who owes what       | Education workspace → Fee Reports card |
| **Programme Wise Fee Collection**   | Monthly - revenue by programme     | Education workspace → Fee Reports card |
| **Sales Invoice (Unpaid)** shortcut | Daily - total unpaid invoice count | Education workspace shortcuts bar      |