Make fee collection simple and transparent.
Set the fee structure once. KalviOne assigns it to students, reminds parents before the due date, collects payment online, issues the receipt and updates your ledger — without anyone chasing.
At a glance
- Flexible structures. Tuition, transport, exam and other heads; term or monthly installments; per-class amounts.
- Online payment. Parents pay by UPI, card or net banking through the Razorpay checkout.
- Automatic receipts. A numbered PDF receipt is generated and sent the moment payment succeeds.
- Autopay. Parents can opt into automatic installment payments (Professional plan and above).
02 · The problem
Fee collection depends on someone remembering to follow up.
- Pending dues are tracked in a ledger or Excel sheet that only the accountant understands.
- Parents are called one by one before every term.
- Receipts are handwritten, and duplicates are hard to issue when a parent loses one.
- Management can't see today's collection without asking for a report.
03 · Why the problem exists
It's not your staff. It's the setup.
- Fee records aren't linked to studentsThe ledger knows amounts, not which class or parent they belong to.
- Reminders are manualFollow-up only happens when the accountant has time.
- Payment and record are separateA UPI payment still has to be matched and entered by hand.
04 · The KalviOne solution
One ledger that collects, records and reminds.
Fee structures are defined per class with installments and due dates. Each student inherits their structure, parents receive reminders with a payment link, and successful payments are recorded with a receipt automatically.
Flexible structures
Tuition, transport, exam and other heads; term or monthly installments; per-class amounts.
Online payment
Parents pay by UPI, card or net banking through the Razorpay checkout.
Automatic receipts
A numbered PDF receipt is generated and sent the moment payment succeeds.
Autopay
Parents can opt into automatic installment payments (Professional plan and above).
How fees & finance works, step by step
- 1
Define the structure
Create fee heads and installments for each class.
- 2
Assign to students
Every student in the class gets their installments and due dates.
- 3
Remind and collect
Parents get a reminder with a payment link; cash payments can also be recorded at the counter.
- 4
Reconcile
Payment, receipt and ledger update together. Export for your accountant anytime.
The screens your team will use
Sample data, real layout — this is how the module looks in the KalviOne console.
Fees · Term 2
Sri Vidya Matriculation School · 2026–27
Total Fees
₹21.8L
1,284 students
Collected
₹18.6L
85.3%
Pending
₹2.1L
96 students
Overdue
₹1.1L
46 students
Recent payments
Export| Student | Class | Amount | Mode | Status |
|---|---|---|---|---|
| Arjun Ramesh | 7-B | ₹4,500 | UPI | Paid |
| Diya Krishnan | 7-B | ₹4,500 | Card | Paid |
| Rohan M | 9-A | ₹6,200 | Cash | Paid |
| Sana F | 5-C | ₹3,800 | — | Due 15 Oct |
| Vikram P | 10-B | ₹6,800 | — | Overdue |
Payment detail
Sri Vidya School
Official · via KalviOne
Today
Fee reminder: Rs.4,500.00 is pending for Arjun, due on 15 Oct 2026. Pay online here: kalvione.tech/app/parent
9:30 AM
Payment received successfully. Rs.4,500.00 for Arjun. Receipt #10291 is attached. Thank you.
10:21 AM
The complete workflow
Where each step happens and what KalviOne does automatically (highlighted).
- 01Fee Structure
- 02Student Assignment
- 03Fee Due
- 04Parent Reminder
- 05Online Payment
- 06Verification
- 07Receipt
- 08WhatsApp Confirmation
What each role does
Accountant
- Create fee structures
- Record counter payments
- Download receipts and collection reports
Management
- See collected vs pending in real time
- Review overdue by class
Office / Admin
- Answer parent fee queries from the student profile
Parent
- See dues in the app or on WhatsApp
- Pay online and receive the receipt instantly
What happens without anyone doing it
- WhenInstallment due within 3 days (checked 9:30 AM)KalviOne"Fee reminder: Rs.4,500.00 is pending for Arjun, due on 15 Oct 2026. Pay online here: …"
- WhenOnline payment succeedsKalviOnePayment verified, receipt #10291 generated and sent on WhatsApp as a PDF
- WhenParent replies "fees" on WhatsAppKalviOneAssistant replies with the pending amount and due date
10 · Reports & analytics
Reports you don't have to build
- Collection summaryTotal, collected, pending and overdue for any date range.
- Class-wise duesWhich classes and students have pending installments.
- Accounting exportPayments exported for your accounting software.
11 · Benefits
What changes for your school
- Fewer follow-up callsReminders go out on schedule without the accountant.
- Faster collectionParents pay from the reminder itself.
- Clean booksEvery payment has a receipt and a matching ledger entry.
Fees & Finance: common questions
Can we customize fee structures per class?
Can parents pay without installing an app?
Can we still accept cash and cheque?
Works together with
- WhatsApp AutomationAttendance, fee, homework and exam messages sent automatically — and a parent assistant that replies.Explore
- Reports & AnalyticsAttendance, fee, academic and staff dashboards generated from daily work — no Excel merging.Explore
- Student ManagementOne profile per student — admission, class, parents, attendance, fees, marks and documents.Explore
Start using Fees & Finance at your school.
Join the pilot program and our team will set up your school, import your data and train your staff. Prefer to see it first? Book a 30-minute walkthrough.