> ## 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 & Payments

> Set up fee structures, bill students, collect online, set up autopay mandates, and process refunds. Learn how payment confirmations reach guardians automatically.

Fees are where a tuition centre lives or dies. Bizaxl makes fee records the single source of truth: you build structures, generate bills, send online payment links, offer autopay, and handle refunds, all against records you can trust. Never track balances in a spreadsheet alongside the system.

## Roles and responsibilities

| Role                   | Responsibility                                                     |
| ---------------------- | ------------------------------------------------------------------ |
| **Education Manager**  | Owns fee structures, billing, refund approvals, and the fee policy |
| **Academics User**     | Generates fees for batches during enrolment                        |
| **Student / Guardian** | Views balances and pays online under My Fees                       |

## Fee structures and categories

| Building block       | What it is                                            |
| -------------------- | ----------------------------------------------------- |
| **Fee category**     | A type of charge (for example, "Tuition", "Exam Fee") |
| **Fee structure**    | A reusable template of charges for a program or batch |
| **Fee (fee record)** | The actual bill raised against a student              |

## Billing students

<Steps>
  <Step title="Create the fee structure">
    From **Fees**, build a structure listing the categories and amounts.
  </Step>

  <Step title="Generate fees">
    Raise a fee for one student, or generate fees for an entire batch in one action.
  </Step>

  <Step title="Track outstanding amounts">
    The Fees list shows what is paid, outstanding, and overdue, with a collections summary.
  </Step>
</Steps>

<Frame>
  <img src="https://mintlify.s3.us-west-1.amazonaws.com/bizaxloptimizationsllp/images/placeholder-tuition-fees.png" alt="Fees list showing students, amounts, outstanding balances, and collection summary" />
</Frame>

### Fee field guide

| Field                  | Purpose                        |
| ---------------------- | ------------------------------ |
| **Student**            | Who owes the fee               |
| **Program**            | The program the fee relates to |
| **Total amount**       | The amount billed              |
| **Outstanding amount** | What remains unpaid            |
| **Status**             | Paid, outstanding, or overdue  |

## Collecting payment online

Students and guardians open **My Fees** to see balances and pay. Behind the scenes the system creates a payment request with an online link. When a payment settles, the student's guardians receive a payment-received confirmation by email automatically.

<Steps>
  <Step title="Open My Fees">
    A student or guardian opens My Fees from their sidebar.
  </Step>

  <Step title="Pay the balance">
    They follow the online payment link to settle the outstanding amount.
  </Step>

  <Step title="Confirmation is sent">
    Guardians receive an emailed confirmation once the payment is received.
  </Step>
</Steps>

## Autopay mandates

A **fee autopay mandate** lets a family authorise recurring automatic payments, so tuition is collected each cycle without chasing.

### Autopay mandate status flow

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  D[Draft] --> P[Pending Approval]
  P --> A[Active]
  A --> Pa[Paused]
  Pa --> A
  A --> C[Cancelled]
  P --> F[Failed]
```

| Status               | Meaning                                    |
| -------------------- | ------------------------------------------ |
| **Draft**            | Created but not yet submitted for approval |
| **Pending Approval** | Awaiting authorisation                     |
| **Active**           | Live and collecting on schedule            |
| **Paused**           | Temporarily suspended                      |
| **Cancelled**        | Ended                                      |
| **Failed**           | Could not be set up                        |

## Refunds

When a family is owed money back, they (or staff) raise a **fee refund request**, and a manager approves and processes it.

### Refund status flow

```mermaid theme={null}
%%{init: {'theme':'base','themeVariables':{'fontFamily':'DM Sans','primaryColor':'#e7fdf6','primaryBorderColor':'#14f1b1','primaryTextColor':'#0f172a','lineColor':'#14f1b1'}}}%%
flowchart LR
  R[Requested] --> A[Approved]
  R --> Re[Rejected]
  A --> P[Processed]
```

| Field            | Purpose                                     |
| ---------------- | ------------------------------------------- |
| **Student**      | The student being refunded                  |
| **Fees**         | The fee record the refund is against        |
| **Status**       | Requested, approved, rejected, or processed |
| **Processed by** | The staff member who handled it             |

## The fee policy page

The **Fee Policy** page explains your centre's rules on payment, due dates, and refunds in plain language for students and guardians. It is visible to everyone so families know what to expect.

## Automatic fee reminders

Each day the system emails guardians and students a reminder of any outstanding fees, so you do not have to chase manually.

## Upstream and downstream dependencies

* **Upstream**: a fee needs a [student](/education/tuition-centre/students-and-guardians) and usually a program enrolment; guardians must be linked to receive confirmations.
* **Downstream**: paid fees feed the collections summary and payment confirmations; autopay drives recurring collection.

## Best practices

* **Link a guardian before billing.** Payment confirmations and reminders go to guardians.
* **Use fee structures, not one-off bills.** Structures keep amounts consistent and let you bill a whole batch at once.
* **Approve refunds through the request flow.** The requested to approved to processed path keeps a clean audit trail; do not adjust balances by hand.
* **Publish a clear fee policy.** A visible policy reduces disputes about due dates and refunds.