🎉 New: WhatsApp bulk messaging & automated fee reminders now live — See it in action →
Module

Intelligent Fee Management & Billing

Automate installment plans, calculate late fees, and send instant WhatsApp payment reminders.

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Overview

Managing fee installments and tracking pending dues manually is one of the most tedious administrative tasks. Discrepancies in receipts, lost invoices, and uncomfortable phone calls to parents strain staff efficiency and parent relationships. VidyanAI’s Intelligent Fee Management system automates the billing lifecycle, securing your revenue stream.

Administrators can configure default fee plans for each standard or create custom schedules for individual enrollments. The system automatically calculates installment schedules, accounting for advance deposits, scholarships, or sibling discounts. When a payment is made, the ledger updates instantly, and professional digital receipts are sent to the parent.

To reduce outstanding dues, VidyanAI connects directly with WhatsApp APIs. The system sends automated reminders days before an installment is due and on the due date. The notification contains a secure online payment link. Parents can click the link and pay via UPI, cards, or net banking, instantly updating their balance in your ERP, eliminating manual bank transfer tracking.

What's included

  • Automated Installment Engine

    Enter a student's total course fee and let the system automatically split it into standard monthly or customized installment schedules instantly.

  • WhatsApp Late Fee Alerts

    Set reminder frequencies to send automated payment requests with direct Razorpay or UPI payment links to parents' WhatsApp, ensuring one-click payments.

  • Revenue Leakage & Dues Tracker

    Track outstanding deposits and dues branch-by-branch. Apply automatic grace periods and daily late fee fine structures to pending invoices.

Common questions

Can we set custom installment dates and amounts for a single student?
Yes, you can customize any student's billing plan, modifying installment amounts, adding custom discount lines, or adjusting due dates as required.
How do parents pay their fees online?
Parents can access the payment gateway directly from the WhatsApp reminder link or log into the Parent Portal to pay using UPI, credit cards, or net banking.
Can the system calculate and apply late payment penalties automatically?
Yes. You can define fine structures (e.g., flat ₹50 per day after a 3-day grace period), and the system automatically adds the penalty to the student's dues.
How do branch-wise fee collections report to organization directors?
Directors have access to a consolidated Finance Dashboard showing real-time collections, branch-wise dues, and projected revenue streams.