Fees with instalments, concessions and numbered receipts

The problem: dues chased from memory

Fee collection in many schools runs on a receipt book, a ledger and phone calls. Concessions are noted in the margin, instalments are tracked in a spreadsheet, and a parent who disputes a balance gets an answer only after someone finds the right page.

How it works in Campus One

Each student gets a fee plan: the instalments, their due dates and any concession, set once. When a payment is recorded, Campus One applies it to the oldest amount due first and issues a numbered receipt. Receipt numbers run without gaps for each campus and financial year, so a missing number is never a mystery.

Balances, ageing and the overdue list come from the fee ledger itself. They are arithmetic, not estimates: no AI and no rounding guess writes a balance. The accounts team sees what is overdue, how long it has been overdue, the follow-ups due today and any payment promises a family has made.

Existing data comes in through two importers, one for the fee roster and one for payment statements. Each row is checked and shown before anything is saved, and the rows that fail can be downloaded and fixed.

Who uses it

• The accounts team sets plans, records payments and works the overdue list.
• The principal and owner see what is collected and what is outstanding.
• The office answers a parent's question with the student's whole fee account on one screen.

What it does not do yet

• Online UPI payment is not connected. Payments are recorded by the office. When it is connected, the payment gateway's standard charges apply, as the price list says.
• Reminders are simulated. Campus One can plan who should be reminded, but nothing is sent to parents yet.
• Excel files need to be saved as CSV before import.
• Automatic late-fee posting is not switched on yet.

Related

• Pricing: what the plans name and which parts are built today.
• Parent notices: how messages to families work, and what is simulated.
• Campus One for principals, office and accounts teams.