Fee management · Accounting
Fee management software that closes the books, not just prints receipts
Fee heads, structures, instalments, concessions, fines, online payment and receipts — with a real double-entry ledger underneath, so the collection figure and the trial balance are the same number.
No card required · Free migration · Live in a week
Works with
CBSE
ICSE
State boards
IB & Cambridge
Multi-campus groups
What ships in fees & finance
Counted from the software, not the brochure.2
Sides to every entry — this is a real double-entry ledger
4
Payment gateways: Razorpay, PayU, Cashfree, Stripe
6
Statements generated from the entries — trial balance, P&L, balance sheet, day book, ledger, cash flow
0
Times you re-type a receipt into accounting software
Fee structures
Set it up once so next year is a revision, not a re-entry
The distinction that decides whether your fee setup survives a year: a fee HEAD is one chargeable item — tuition, transport, lab, exam. A fee STRUCTURE is the combination assigned to a class, with instalment dates. Keep them separate and the annual revision is a ten-minute job. Fold them together, as most schools do in a spreadsheet, and every change means rebuilding everything.
- 01 Heads, structures and instalments are separate things Raise tuition by 8% and every structure that uses it follows. Change one class’s instalment dates and no other class moves.
- 02 Transport and hostel as add-ons, not base fee A student who stops using the bus is removed from that head. They do not need a new fee structure, and the previous receipts stay valid.
- 03 Concessions with a reason and an approver Sibling discount, staff ward, RTE, merit, trustee-approved hardship. Each concession records who approved it and why, and appears as a reversal in the ledger rather than a quietly smaller invoice.
- 04 Fines that calculate themselves Flat or per-day late fees with a grace period, applied on the due date. Waivable per student with the waiver recorded.
The ledger
This is the part most school software does not have
Printing a receipt is easy. Producing a trial balance that ties to those receipts a year later — when the concession was reversed, the cheque bounced and somebody backdated an entry — is the hard part, and it is the part an auditor asks about. So the accounting here is not a report built by summing receipts; it is a general ledger that the receipts post into.
- 01 Event-driven journals Invoices, payments, refunds, concessions, credit notes, vendor bills and payroll each post a balanced journal entry as they happen. Nothing is posted by a nightly job that can be missed.
- 02 Accounting periods that close Lock a period and nobody backdates a receipt into it. This is the single most common way school books stop reconciling, and a lock is the only thing that actually prevents it.
- 03 Statements are derived, never typed Trial balance, income and expenditure, balance sheet, day book, account ledger and cash flow all read the journal. If the trial balance does not balance, something is genuinely wrong rather than out of date.
- 04 Credit notes instead of edited history A wrong invoice is corrected by a credit note that both entries reference. The original stays, which is what makes the audit trail worth having.
Collection
Chasing dues without a phone tree
Outstanding fees are visible the moment you want them — by class, by student, ranked by amount and by how long overdue. Reminders go out on a schedule you set, on WhatsApp, SMS or e-mail, and the parent can pay from the message. The ones who need a phone call are the ones left after that, which is a much shorter list.
- 01 Live outstanding, not a monthly report The figure updates as receipts are entered. Ask Buddy for “fee dues per class” and you get it as a number rather than a request to the accounts office.
- 02 Online payment with the reconciliation attached The gateway settlement, the receipt and the ledger entry are linked. “I already paid” takes ten seconds to answer, with the transaction reference.
- 03 Part payment and adjustment Take what a parent can pay now against the oldest instalment first, or against a head you choose. Advances sit as a credit and apply to the next invoice automatically.
- 04 Cheque, cash, NEFT and UPI all end up in the same place Offline modes are recorded with their instrument details and post to the right bank or cash account. A bounced cheque reverses cleanly rather than being deleted.
Capabilities
Everything in the fees & finance module
Fee heads
Tuition, admission, transport, hostel, exam, lab, uniform, activity — each with its own income account and tax treatment.
Fee structures
Per class, per session, with instalment schedules and due dates. Copy last year and revise rather than rebuild.
Online payment
Razorpay, PayU, Cashfree and Stripe. Parents pay from the app, the portal or a reminder message.
Receipts & invoices
Numbered, printable, GST-compliant where applicable, re-issuable without breaking the sequence.
Concessions
Sibling, staff ward, RTE, merit and hardship — each with an approver and a ledger reversal.
Late fines
Flat or per-day, with grace periods, automatic application and per-student waiver.
Refunds & credit notes
Reversed properly with both entries linked. History is never edited away.
Financial statements
Trial balance, income & expenditure, balance sheet, day book, cash flow and account ledgers.
Period locking
Close a month or a year. Backdated entries into a closed period are refused, not warned about.
Per-campus books
Each campus has its own accounts with group-level consolidation for the trust.
Vendor bills & TDS
Purchase bills, payments, TDS deduction at the right section and rate, and vendor ledgers.
Collection analytics
Collection against target by class and by month, defaulter ageing, and per-campus comparison.
In practice
How a fee year actually runs
STEP 01
Set the year up
Create the session, then the classes, then the fee heads, then the structures that combine them. The order matters: a structure cannot be assigned to a class that does not exist yet, and the setup wizard walks it in sequence.
STEP 02
Assign and raise
Assign structures to classes and the invoices raise themselves on the instalment dates. Every invoice posts to the ledger as it is raised, so the receivable is real from day one.
STEP 03
Collect and reconcile
Parents pay online or at the counter. Reminders go out automatically to the rest. At month end there is nothing to reconcile because nothing was ever entered twice — you close the period and the statements are already correct.
Honest limits
What this module does not do
Stated here so it comes up now rather than in month three. If one of these is a hard requirement, tell us on the call and we will say plainly whether it is on the roadmap or not for us.
| You might expect | What we actually do | Status |
|---|---|---|
| Payroll processing for a payroll bureau | Full in-house payroll with PF, ESI, TDS and payslips — but not filing returns on your behalf | By design |
| Replacing Tally entirely | A complete general ledger and statutory statements; most schools stop using Tally. Export to Tally-compatible formats if your CA insists | Supported |
| Automatic bank statement reconciliation | Gateway settlements reconcile automatically. Bank statement import and matching is manual today | Not yet |
| GST return filing | GST-correct invoices, rates and reports. The return itself is filed by your CA | By design |
| Fee prediction or credit scoring of parents | Defaulter ageing and history. No scoring model, and we would not add one | Not for us |
| Multi-currency fees | INR only. International schools billing in USD should tell us before buying | Not yet |
Connected
What fees & finance is wired to
Nothing here is a separate product with an import step. These modules read and write the same student record, which is the entire point.
Student information
The record a fee invoice belongs to. Change a class and the fee structure follows.
Admissions
An admission fee is taken before the student exists as a student — and still lands in the ledger.
Transport
Route allocation drives the transport head. Leave the route, stop being billed for it.
Hostel
Room and mess charges bill through the same structures and receipts.
HR & payroll
Salaries post to the same ledger, so income and expenditure is one statement.
Examinations
Exam fees, and the option to withhold a report card against unpaid dues if your school works that way.
Questions
Fees & finance — questions we get asked
Something not answered here?
Can we import last year’s fee structure and outstanding balances?
Yes, and it is included. Send the structure in whatever form you keep it and an outstanding-balance list per student. We import onto a copy and show you three reconciliation figures — student count, total outstanding, opening ledger balance — for you to check before anything goes live. If the totals do not match, we find out why before you commit, not after.
Does it really do double-entry, or is it a report that adds up receipts?
Double-entry. Every invoice, payment, refund, concession, credit note, vendor bill and payroll run posts a balanced journal entry when it happens, and the trial balance, income and expenditure and balance sheet are generated from those journals. That is why the period can be locked and why the statements cannot silently drift from the receipts.
Which payment gateways do you support, and who bears the charge?
Razorpay, PayU, Cashfree and Stripe. The gateway’s percentage is the gateway’s and goes to them; we add nothing. Whether you absorb it or pass it to parents is a setting, and the receipt shows it either way.
Can different classes have completely different fee structures?
Yes, and different sections within a class if you need it. Structures are assigned, not global, and a student can carry an individual override — a hardship arrangement, for instance — without breaking the class structure for everyone else.
How do you handle GST on transport and hostel?
Each fee head carries its own tax treatment, so taxable heads are invoiced at the applicable rate with a compliant invoice and exempt heads are not. The GST report gives your CA what they need for the return; we do not file it for you.
What happens when a cheque bounces?
The receipt is reversed with a bank-return entry, the student’s outstanding goes back up, and the bank charge is recorded as an expense. The original receipt stays in the record with its reversal linked, because deleting it is how audit trails become useless.
Can parents see exactly what they owe and pay it themselves?
Yes — in the parent app and the web portal, broken down by head and instalment with due dates, and they pay from the same screen. Every payment produces a receipt they can download, which is what stops the office fielding the same call twice.
Can we stop a report card if fees are unpaid?
It is an option, off by default. Some schools require it and some consider it unacceptable; both are legitimate, so it is a setting rather than a decision we made for you.
Next step
See your own fee structure in it
Send last year’s structure and an outstanding list. We load them before the call so you are checking your own totals rather than watching a sample school.
- No card required
- Your data stays yours — export any time
- Setup help included
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