In part #1, we covered account settings, permissions & roles, staff & students.
In part #2, we will cover the âFeeâ module - that includes fee plan, student balances, invoice, expense management, fee components and email settings.
Once you have logged in, there are 6 STEPS to explore and set up your schoolâs billing module:
Step 1 - Fee Components
Overview: Fee components are customizable elements of your billing plan that can include items like tuition, transportation, or meals. Each component can have specific discounts, taxes, or subsidies applied.
Navigate to Fee Plan:
Go to the Fee Plan section and click on Fee Component.
Select Add Fee Component to create a new one.
2. Fill Out the Component Form:
Name & Description: Enter the name (e.g., Admission Fee) and description that will appear on invoices.
Unit Price: Specify the amount, which can be edited during invoice creation.
Category: Choose between one-time or recurring payments based on the component's nature.
Item Code: Assign a unique code for easy identification.
3. Additional Settings:
Mark the component as Refundable or Non-Refundable.
Click OK to save.
Tax Setup: Add and manage tax rates to apply the correct percentage to fee components seamlessly.
Discount Setup: Create flexible discounts with options for standard or conditional applications based on percentage, amount, or expiry.
Subsidy Setup: Enable and configure financial assistance by adding subsidy types, providers, and conditions for fee components.
Step 2 - Student Balances
From the left panel go to Billing > Student Balances, where you can see the billing details for all students. Here, you will see three option âAdd Creditâ, âAdd Depositâ and âCreate Debitâ.
Click on any of the student names to enter into their billing profile (see snap) - that mentions everything from their credit, deposit, invoices generated, and billing history.
Step 3 - Invoice
Create the Invoice:
Navigate to Billing and Accounting > Invoices, and click Create Invoice.
Filter and select students, set the invoice date, due date, and billing period, and choose to notify parents via email or app.
Add Components:
Include fee components, adjust amounts, and apply discounts or taxes at the item or invoice level. Optionally, settle using available credits or add staff-only/parent-visible notes.
Finalize and Record Payment:
Save the invoice, record payments with payment modes, send receipts via email (optional), and mark the invoice as paid.
Step 4 - Expense Management
Create a Register:
Go to Expenses under Billing and Accounting, and click Add Register to create a categorized register for your expenses.
Add an Expense:
Select a register, enter the title, description, amount, date, payment mode, reference number, and attach any relevant files.
Manage and View:
Submit the expense and view or download an Excel report of all expenses within a register for a selected time frame.
Step 5 - Billing Settings
From the left panel go to SETTINGS â BILLING â Late Fees / Fee components / Fee reminder email
There are several control levers available for you to customize your invoices in this section.
You also have the option of adding different tax components, modify the fee reminder email template, control âlate fee typeâ, invoice prefix, currency code, etc.
Step 6 - Fee Plan
From the left panel go to Fee Plan â click "+ Fee Plan" from the top right corner
You can assign students as part of Fee Plan creation. This will automatically start generating invoices for assigned students based on billing frequency defined.
Happy exploring!
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