Fee Plan FAQ

If I create an invoice using ‘create invoice’ button ( without using a fee Plan), will I be able to see that invoice under a specific Fee Plan?

No, these invoices will not be visible under the Fee Plan section, as they were created manually. The Fee Plan section only displays invoices that have been automatically generated based on the assigned Fee Plan for students.

Which invoices appear under a specific Fee Plan Generated Invoices?

Only the invoices that are created by the fee plan will be visible under “Generated invoices” inside a fee plan

When do the first, next invoice get generated for Custom term?

In custom terms, you will be able to set the invoice generation date for every term in the plan. Based on these generation dates, the invoices will be generated.

Is there a way Upcoming invoices be edited?

"No, the same cannot be edited directly. You will need to modify the Fee Plan to make any changes.

Additionally, upcoming invoices are shown only for automated invoices generated through a Fee Plan. The visibility of these invoices depends on how the Fee Plan is structured:

- For Frequency-based plans (Weekly, Bi-Weekly, Monthly, Quarterly, etc.), only the next upcoming invoice is displayed.

- For Custom Term Plans, all upcoming invoices based on the defined terms are shown."

Can I delete an Upcoming Invoice?

No, you cannot directly delete the same. You will have to make the changes at Fee Plan level.

Can I add discounts at Invoice level?

Yes, you can apply discounts at both the item level and the invoice level.

- To apply a discount at the item level, simply click on the item while adding a new line item in the invoice.

- To apply a discount to the entire invoice, use the Invoice Discount"" option available at the bottom of the invoice.

Can I add subsidy to Fee Plans?

Yes, you can. If your Subsidy is enabled, when you click on +Add Invoice Item, you get an option to choose you from Add Invoice Item or Add Subsidy.

What does Billing Period ‘Previous, Current, Next’ refer to ?

Billing period refers to the period for which you are billing for.

While creating a Fee Plan, when you select the Fee Plan Period (Start Period) and Billing Details (Invoice Generation Date & Invoice Due After), the system will display the billing duration.

By default, it selects the Current Period based on the plan's start date. However, you have the flexibility to choose whether you want to bill for the current, previous, or future period.

For example, if you're setting up a Monthly Fee Plan that starts in April, the default billing period will be April 1st to April 30th (Current Period).

- If you select Previous Period, the billing period will shift to March 1st to March 31st.

- If you choose Next Period, the billing period will be May 1st to May 31st.

Once selected, all future invoices will follow the chosen billing period.

Can I customize Date range for a student while assigning Fee Plan? How will invoice be generated in this case?

Yes, you can. Customise the date range for a student whenever you want to by simply editing the fee plan.

While creating a Fee Plan, a Start Date is mandatory, whereas the End Date is optional. This means the plan can run indefinitely, whether for months or years, until you decide to stop it.

When assigning a student to a Fee Plan, you can specify their Start Date, which determines when the plan will begin for that specific child. The End Date remains optional. If you want the plan to end for a student after a certain period, you can:

- Set the End Date at the time of assigning the plan.

- Edit the plan later to update or add an End Date when needed.

What does ‘Pause Plan’ do ?

Pausing a Fee Plan will halt the generation of future invoices for all students assigned to that plan. To resume invoicing, you will need to unpause the plan.

If a Fee Plan remains paused on its scheduled invoice generation date, that billing cycle will be skipped. Once unpaused, invoicing will resume from the next scheduled generation date.

For example, if a Fee Plan runs from January to December with invoices generated on the 1st of each month (Jan 1st, Feb 1st, etc.), and you pause the plan on February 2nd, then unpause it anytime after March 1st (the next scheduled generation date) but before April 1st, the system will skip the March invoice. And the next invoice will be generated on April 1st. The skipped March invoice will not be generated retroactively.

How will ‘Reset One time Fee component’ work?

If a One-Time component has already been applied to a student within a Fee Plan, it will not be included in their next invoice. However, if you reset it by clicking "Reset One-Time Fee Component," the same component will be added again to the student's next upcoming invoice. This can be done both at Fee Plan level for all assigned students or individually for respective students.

Can I provide custom discount to a single student using a fee plan?

Yes, you can. In a fee plan where multiple students are added and if you wish to give discounts only to a specific student you can do that.

At the time of assigning a student to the plan you can simply click on Edit Discount option for that specific child and add relevant discount you want to apply for this child.

Will a discount be applied if its expiring middle of Fee Plan Date range?

No, the discount will not be applied to any upcoming invoice if it expires middle of the plan period.

What does the settings "Generate first invoice on the joining date for ongoing billing period if a student joins after invoice generation date." mean while creating fee plan?

If this setting is enabled irrespective of when the student is added to the plan, invoice will be generated as and when the student gets added to the plan. Invoice will be generated only from the billing period that aligns when the student was assigned.

After students are assigned to a fee plan, what is "Start date" and "End Date" against each student?

Fee Plan can be setup for a longer duration, however, while assigning a student you can choose what is the Start Date and End Date for a student within that plan meaning invoices will be generated for that student only for this duration.

What happens to Upcoming Invoices if I Pause Plan or Delete Plan?

If you pause a Fee Plan, all upcoming invoices associated with it will be put on hold. You can unpause the plan at any time; however, if the plan is unpaused after an invoice generation date has passed, the missed invoice will be skipped. The system will only generate the next invoice on the upcoming scheduled date.

For example, if invoices are set to generate on the 1st of each month, and you pause the plan before March 1st but unpause it on March 5th, the March invoice will not be generated. The next invoice will be created on April 1st as per the plan schedule.

Can I see all upcoming invoices for a Fee Plan in 'Upcoming Invoices' tab? or for the upcoming 'term' or upcoming 'month'?

It depends based on the plan setup.

- Frequency-based plans (Weekly, Bi-Weekly, Monthly, Quarterly, etc.), only the next upcoming invoice is displayed.

- For Custom Term Plans, all upcoming invoices based on the defined terms are shown.

What is "Edit Discount" button againt each student after being assigned to a fee plan?

This button allows you to apply discount at individual students level within the plan.

Can I ensure a discount gets applied to only first few invoices? Whats the process to do this?

Yes, you can decide if you wish to apply a particular discount only for specific invoices. You can create a discount in a way where you can choose if the discount needs to be applied only for x number of invoices only or should be applied only for invoices generated in a specific duration.

When creating a discount under Fee Plan > Discount > Add Discount, you can choose from two types:

1️⃣ Standard Discount – Applied to all invoices where added, without any restrictions.

2️⃣ Conditional Discount – Allows you to set specific limitations. You can choose:

- ""Expires after ‘X’ fixed applications"" – The discount will only be applied to the first X invoices, whether generated manually or through a Fee Plan.

- ""Expires after a specific date (‘X’)"" – The discount will only apply to invoices raised on or before the selected date. After this date:

- It cannot be applied to new manual invoices.

- If already linked to a Fee Plan, it will not be applied to future invoices generated beyond the set date.

Can I customize PDF for invoice being shared with parents?

Yes, you can customize invoices.

You can go to Fee Plan > Customize PDF, where you can:

✔️ Choose which details to display on invoices

✔️ Add additional fields

✔️ Adjust font size, text color, header and background color

✔️ You can also, include a payment QR code (Note: Payments made via QR will not be recorded automatically; you’ll need to manually record them when parents share proof of payment.)

PDF can be customised in general for all your invoices or you can do it even at individual fee plan level. For fee plan level customisation you can go to Fee Plan > Fee Plan > Open the fee plan > Click on Preview Invoice > Customise Invoice.

Can I settle an invoice with Credit balance amount?

Yes, you can use Credit Balance to settle invoices.

Credit Balance is any extra payment made by a parent, either:

1️⃣ Against a paid invoice (issued via Issue Credit Note)

2️⃣ Directly added as a Credit Balance

Using Credit Balance while recording payments manually:

- When recording a manual payment, you will see the ""USE CREDIT option, showing the available credit balance for the student.

- You can fully or partially use this balance to settle the invoice.

Automatically settling invoices using Credit Balance (Fee Plan Invoices):

- While creating a Fee Plan, you can enable ""Settle with Credit.""

- If enabled, when an invoice is generated, it will be fully or partially paid based on the available Credit Balance."

When does Credit balance get added vs Credit note gets created?

First lets understand what is Credit Note and Credit Balance -

Credit Note is issued when an adjustment is made to an already generated invoice. This could be due to overcharging, discounts, refunds, or corrections. It reduces the outstanding amount on the invoice and can either be refunded or applied to future invoices.

E.g., If a parent was mistakenly charged $500 instead of $400, a credit note of $100 can be issued to adjust the amount.

Credit Balance is an available amount in a student’s account that can be used to pay future invoices. This can come from overpayments, advance payments, or applied credit notes.

E.g., If a parent pays $600 for a $500 invoice, the extra $100 will reflect as a credit balance, which can be applied to future invoices or refunded.

While we have the option of directly adding a Credit Balance for a student which can then be used for future invoices. There is an option of adding it directly from an invoice.

If an invoice is generated for $500, and the parent claims they were overcharged before making the payment, instead of editing the invoice, you can:

1️⃣ Go to Billing and Accounting > Invoices

2️⃣ Open the invoice, click Action > Issue Credit Note

3️⃣ Enter the adjustment amount (e.g., $100)

4️⃣ The invoice total is updated, and the parent will only need to pay the remaining amount.

Now, if an invoice for $500 has already been paid, and the parent later claims an overcharge:

1️⃣ Since the payment is recorded and the invoice is marked as PAID, you cannot edit it directly.

2️⃣ Instead, go to Billing and Accounting > Invoices

3️⃣ Open the invoice, click Action > Issue Credit Note

4️⃣ Enter the wrongly charged amount (e.g., $100)

5️⃣ This amount will be added as a Credit Balance for the student, which can be used to pay for future invoices. "

Can I add money to Credit Balance directly?

Yes, you can add Credit Balance directly.

To do this:

1. Navigate to Center Management > Students

2. Open the child's profile

3. Go to the Billing tab

4. Locate the Credit Balance section

5. Click on Add Credit Balance

6. Enter the amount you wish to add, choose who approved and give reason and confirm the action

Can I refund money from Credit balance?

Yes, if there is any amount available under Credit Balance, you can process a refund.

To do this:

1. Navigate to Center Management > Students

2. Open the child's profile

3. Go to the Billing tab

4. Locate the Credit Balance section

5. Click on Refund Credit Amount

6. Enter the amount you wish to refund, choose who approved and give reason and confirm the action

How to set the invoice couter and invoice prefix?

You can navigate to Settings > Billing > Edit and update the Invoice Number Prefix and Invoice Counter as per your preference.

- The Prefix (e.g., INV or NV/2025) will appear at the beginning of your invoice numbers.

- The Counter determines the starting number for invoice generation. Once set, invoices will follow an incremental sequence based on this counter.

For example, if you set the prefix as INV/2025 and the counter as 0, the next invoice generated will be INV/2025-1, then INV/2025-2, and so on.

⚠️ Important: If you edit and change the prefix or counter midway, the numbering will restart from the new counter, potentially causing duplicate invoice numbers and disrupting the sequence. Ensure consistency to maintain proper order.

How to add payment modes?

You can navigate to Settings > Billing > Edit, and under the Billing Mode field, you can add all the different payment modes you wish to use while recording payments manually.

Simply enter the modes separated by commas (e.g., Bank, Cheque, NEFT, Credit Card) to have them appear as dropdown options. Please note that when you add custom payment modes, the default options provided by the system will be replaced, and only the ones you’ve entered will be displayed.

Invoice amount is in Decimal, can it be rounded-off?

Unfortunately, this isn't possible. Decimal values may appear due to various factors such as applied taxes or discounts. Since we offer multiple reports like Line Item Level Report, Invoice Level Report, and Discount Report, rounding off the invoice amount could lead to discrepancies across these reports.

To maintain accuracy and consistency in financial records, we are unable to round off the amounts.

Can small expenditures on a student be added as a debit note and later record payment for it?

You can add debit notes to a student's profile and record payments against them in two ways:

Option 1: Add a Debit Note to the Student Profile

1. Navigate to Student Profile > Billing > Debit > Add Debit.

2. This will keep a record of all debit notes associated with the student, allowing you to record payments later.

Option 2: Add a Debit Note to an Existing Invoice

1. Go to Billing > Invoice and select the invoice you want to add a debit note to > Click on Actions > Issue Debit Note.

2. This links the debit note to the specific invoice, keeps parents informed, and ensures clear visibility of the associated invoice.

Can I setup automatic late fee charges for the parents?

Setting Up Automatic Late Fee Charges for Parents

You can enable automatic late fee charges by following these steps:

1. Go to Settings > Billing > Edit

2. Configure the following options:

- Late Fee Value: Enter the amount to be charged when an invoice becomes overdue.

- Late Fee Type: Choose whether to charge the parent a **fixed amount** or a **percentage** of the invoice total.

- Late Fee Method: Select how the fee should be applied:

*Per Day: Charges a daily late fee for each day the invoice remains overdue.

*Fixed: Applies a one-time late fee when the invoice first becomes overdue.

Can I see all the fee plans a student is a part on the system?

Yes, you can see that by opening the Student Profile > Billing > Fee plan. Here, you will be able to see all the fee plans that the student is a part of.

How to set up send email reminder on a invoice?

To send a fee reminder email to a parent, follow these steps:

Navigate to: Billing & Accounting > Invoices

Select the invoice you want to send a reminder for.

Click on Actions > Send Fee Reminder to trigger the email notification.

You can customize the reminder email by going to:

Settings > Email Templates > Fee Reminder Email, where you can modify the content to suit your needs.

Can I edit the invoice email that is sent to the parent when invoices are being raised?

Yes, you can customize the invoice email by navigating to:

Settings > Email Templates > Invoice Email

Here, you can modify the content to match your requirements before it is sent to parents.

How to send email reminders to parents automatically when an invoice is created or overdue?

You can automate fee reminders to ensure parents receive timely notifications about unpaid invoices. Follow these steps:

Create an Email Template:

-Go to Billing & Accounting > Email Templates > Add Template.

-Enter a template name, add CC email addresses, and define the email subject.

-Select ""Automated Fee Reminder"" as the email type.

-Customize the email body and use placeholders for personalization.

-Click Save to store the template.

Set Up Fee Reminder Automation:

-Go to Fee Reminder Automation and click Add Email.

-Assign a title and select a pre-created email template.

-Choose when to trigger the reminder:

-Immediate: Sends the email as soon as the invoice is generated.

-After a Delay: Sends the email after a specific number of days (e.g., 2 days after invoice generation).

-Enable Push Notification if required.

-Click Save to activate the automation.

Configure Multiple Reminders:

-You can set multiple reminders for different intervals, such as:

-A reminder on Day 4 after invoice generation.

-Another reminder on Day 6 if the invoice remains unpaid.

-Additional reminders for later durations as needed.

Does the system automatically stop sending reminders to parents when the invoice is paid?

If a parent pays before a scheduled reminder, the system automatically cancels the reminder.

Only unpaid invoices will continue to receive scheduled reminders.

How does 'Generate first invoice if a student joins after invoice generation date' work with Custom Term Fee Plan?

The setting ''Generate first invoice if a student joins after invoice generation date'' is not there when you are creating custom term fee plan

Can we issue multiple Credit notes against an invoice?

Yes, you can issue multiple credit notes against an invoice. However, the total credit amount cannot exceed the pending balance of the invoice.

Can I issue Credit note against a paid invoice?

Yes, you can add a credit note to a paid invoice. When a credit note is issued for a paid invoice, the credited amount is added to the credit balance, along with the credit note details.

Is there a limitation on Credit note issued amount?

There is no specific limitation on the credit note amount. However, the credit note cannot exceed the total invoice amount.

When does the One-time fee component get included in Invoice? For each term type?

As the name suggests, a One-Time component is charged only once in a frequency-based fee plan (such as Weekly, Bi-Weekly, Monthly, Quarterly, etc.). This means it will be included in the first invoice generated for an assigned student.

For a Custom Term Plan, since the terms are defined by you, invoices are generated based on the terms created and the components added within each term, whether they are marked as Recurring or One-Time.

Additionally, the One-Time and Recurring distinctions apply only to frequency-based plans and do not apply to Custom or Manual invoices.

What if a student joins after Invoice generation date? Will there invoice be generated for current term or next term directly ?

While creating a fee plan, you have a setting "Generate first invoice on the joining date for ongoing billing period if a student joins after invoice generation date.". By turning this on, the invoice wll be generated for the student who is added to the plan after the invoice generation date.

The Invoice Generation Date and Invoice Due Date serve different purposes in billing and payments:

1. Invoice Generation Date – This is the date when the invoice is created in the system.

2. Invoice Due Date – This is the deadline by which the payment must be made. It is set based on the payment terms (e.g., due immediately, within 7 days, 30 days, etc.).

In a Fee Plan, the Invoice Generation Date and Invoice Due Date are automatically determined based on the plan setup.

However, in Manual Invoices, you have the flexibility to select these dates, including past, current, or future dates. The due date is then calculated accordingly.

It's important to note that in Manual Invoicing, regardless of the date you choose, the invoice will be shared with parents immediately upon saving. The selected Invoice Generation Date will still be reflected in the invoice, even if it is a past or future date."

How does the Date range ( start date, End Date) relate to the Billing Period?

Start date and End date is the duration for which you are invoicing the student for.