A Tuition Plan helps automate your billing process. Instead of creating invoices manually every time, you can create a tuition plan once and the system will automatically generate invoices for students based on the schedule you set.
This guide will help you:
Create a Tuition Plan
Add Charges
Assign students
Link the Tuition Plan to a Program
Manage the plan
Before You Begin
Make sure the following are already created:
Charges (tuition fee, registration fee, etc.)
Discounts (if needed)
Taxes (if applicable)
Programs
Once these are ready, you can create your Tuition Plan.
Step 1: Create a Tuition Plan
Navigate to Tuition Plan
From the left panel: Billing & Accounting → Tuition Plan → Add Tuition Plan
You will now see the Create Tuition Plan screen.
Basic Details
Tuition Plan Name
Enter the name of the plan
Example: Full Day Program, After School Care
Select Label
Choose a label if your center uses labels to categorize plans.
Invoice Frequency
Choose how often invoices should be generated:
Weekly
Bi-weekly
Semi-monthly
Monthly
Quarterly
Half yearly
Yearly
Custom terms
This determines how frequently invoices will be created.
Example: If you select Monthly, invoices will be generated once every month.
Setup First Invoice Detail
Billing For: Select the month for which the first invoice should be generated.
First Invoice Generation Date: Select the date when the first invoice should be created.
Invoice Due Date: Select the payment due date for the invoice.
These settings will repeat automatically for all months in the tuition plan period.
You can also click Upcoming Invoice Details to preview how invoices will be generated.
Additional Options
You can enable the following options if needed:
Generate first invoice on joining date if a student joins after invoice generation date
Prorate first invoice based on enrollment days
Prorate last invoice based on enrollment days
Always settle invoice with available credit
Send invoice via email to parent
Select the options that apply to your billing process.
Notes Section
You can add notes if required:
School Notes: Internal notes (not visible to parents)
Parent Notes: Notes that will appear on the invoice for parents
Step 2: Add Charges
You will now be taken to the Add Charge screen.
Click Add component and select the fee components you want to include, such as:
Tuition fee
Registration fee
Transport fee
You can:
Adjust the amount
Apply discounts
Apply taxes
The right panel will show:
Subtotal
Discount
Total without tax
Final total
Once all components are added, click Save. Your Tuition Plan is now created.
How to Link a Tuition Plan to a Program
After creating the Tuition Plan, you need to link it to a program so that students in that program can be billed correctly.
Steps:
Go to Program from the left panel
Select the program you want to link
Open the program
Click on the Tuition Plan section
Under Assigned Tuition Plan, select the Tuition Plan
Click Save
The Tuition Plan is now linked to the program.
Important Notes
One program can have multiple tuition plans
One tuition plan can be linked to only one program
How to Generate Invoices Using a Tuition Plan
There are two ways to generate invoices.
Method 1: Manual Invoice Generation
Go to: Billing & Accounting → Invoices
Select students and generate invoices manually.
Method 2: Automatic Invoice Generation (Recommended)
Assign students to the Tuition Plan.
Steps:
Go to Tuition Plan
Select the plan
Click Assign Students
Add:
Student name
Start date
End date
Discount (if applicable)
Click Save. Invoices will now generate automatically based on the plan schedule.
For more detailed information please go through this video:
Manage Tuition Plans
You can easily manage existing tuition plans from the Tuition Plan section. From here, you can edit, pause, clone, or delete a plan depending on your requirements.
To manage a tuition plan:
Go to Billing & Accounting → Tuition Plan
Locate the tuition plan you want to manage
Click the three dots on the right side of the plan
You will see the following options:
Edit Plan
Delete Plan
Pause Plan
Clone Plan
Edit a Tuition Plan
If you need to make changes to an existing plan (such as frequency, dates, or components):
Go to Tuition Plan
Click the three dots next to the plan
Select Edit Plan
Make the required changes
Save the plan
This will update the plan going forward.
Pause or Unpause a Tuition Plan (Entire Plan)
Pausing a plan will stop invoices from being generated for all students assigned to it.
To pause a plan:
Go to Tuition Plan
Find the plan
Click the three dots
Select Pause Plan
To resume the plan:
Go back to the same plan
Click the three dots
Select Activate Plan
Once activated, invoices will start generating again as per the schedule.
Pause a Tuition Plan for a Specific Student
You can also pause the plan for an individual student without affecting others.
Steps:
Go to Tuition Plan
Open the plan
Click Assigned Students
Find the student
Click the three dots next to the student
Select Pause
The plan will remain paused for that student until it is activated again.
Clone a Tuition Plan
Cloning allows you to create a copy of an existing plan instead of creating one from scratch. This is useful if you have similar plans with minor changes.
Steps:
Go to Tuition Plan
Click the three dots next to the plan
Select Clone Plan
Update the plan name or details as required
Save
A new tuition plan will be created with the same settings.
Delete a Tuition Plan
If a plan is no longer needed, you can delete it.
Steps:
Go to Tuition Plan
Click the three dots next to the plan
Select Delete Plan
Confirm deletion
Note: Deleting a plan will remove it completely from the system.
Remove Students from a Plan
To remove a specific student from a plan:
Go to Tuition Plan
Open the plan
Click Assigned Students
Find the student
Click the three dots
Select Remove
This will stop invoice generation for that student under that plan.
These options allow you to fully manage and control your tuition plans based on your center’s billing needs.
Summary
Creating and linking Tuition Plans helps you:
Automate invoice generation
Reduce manual work
Ensure accurate billing
Manage student payments easily
Once set up, invoices will be generated automatically according to the schedule you configured.