How to Set Up Fee Structures for Multiple Classes

TL;DR: Create fee heads (tuition, lab, transport, etc.), set amounts per class, define payment frequency, and assign structures to students. Most schools complete fee setup in under 30 minutes.

---

Prerequisites

• Admin or Accountant access
• Classes and sections already created
• Knowledge of your school's fee schedule

---

Concepts

Fee Head

A fee head is a category of charges:

• Tuition Fee, Lab Fee, Library Fee, Sports Fee, Transport Fee, etc.

Fee Structure

A fee structure is a collection of fee heads with specific amounts, assigned to a class or group of students.

Fee Schedule

The payment timeline: monthly, quarterly, term-wise, or annual.

---

Step 1: Create Fee Heads

1. Go to Finance → Settings → Fee Heads.
2. Click + Add Fee Head.
3. Enter:
   • Name — e.g., "Tuition Fee"
   • Type — Recurring (monthly/quarterly) or One-Time (admission fee)
   • Tax applicable — Toggle if GST/tax applies
4. Create all your fee heads. Common examples:

---

Step 2: Create Fee Structures

1. Go to Finance → Fee Structures.
2. Click + New Fee Structure.
3. Name it (e.g., "Class 10 — Standard", "Class 1-5 — General").
4. Add fee heads and set amounts:

Example: Class 10 Fee Structure

5. Click Save Structure.

---

Step 3: Set Payment Schedules

For each fee structure, define when payments are due:

1. Click on the fee structure → Payment Schedule.

2. Choose frequency:

   • Monthly — Due on the 1st of each month
   • Quarterly — Due at start of each quarter
   • Term-wise — Aligned to academic terms
   • Annual — One lump sum
   • Custom — Define your own dates

3. Set due date and grace period for each installment.

---

Step 4: Assign to Classes

1. Go to Finance → Assign Fees.
2. Select the fee structure.
3. Choose which classes it applies to.
4. Click Assign.

All students in those classes will automatically have the fee structure applied.

Individual Overrides

For students with special fee arrangements:

1. Go to Students → [Student] → Finance.
2. Click Override Fee.
3. Modify specific fee heads for that student.

---

Step 5: Verify

1. Go to Finance → Fee Ledger.
2. Select a random student and verify their fee schedule.
3. Check that installment amounts and due dates are correct.

---

Advanced: Multiple Fee Structures per Class

Some schools need different fee structures within the same class:

• Day Scholar vs. Boarder — Different hostel/mess fees
• Bus vs. Non-Bus — Transport fee for bus riders only
• Scholarship vs. Regular — Reduced fees for scholarship students

To handle this:

1. Create separate fee structures (e.g., "Class 10 — Day Scholar", "Class 10 — Boarder").
2. Assign the appropriate structure to each student individually or by group.

---

Troubleshooting

Q: I need to change a fee amount mid-year. A: Edit the fee structure. Choose whether changes apply retroactively or from the next billing period onward.

Q: A student was assigned the wrong fee structure. A: Go to the student's profile → Finance → click Change Fee Structure and select the correct one.

Q: How do I handle fee increases for next year? A: Create a new fee structure for the upcoming academic year. When you activate the new year and promote students, assign the new fee structures.

---

Need help designing your fee structure? Talk to our finance team.