Tuition Fee Register

Batches, students and fees

Start with a batch — such as Class 10 Maths — its monthly fee and the month it starts. Then add the students on the Students tab: one name, or a list pasted one name to a line, with the batch and the month they joined. A student pays the batch fee unless you give them their own, for a sibling discount or a different rate. The parent's WhatsApp number is optional; when it is saved, reminders and receipts open that parent's chat directly. A 10-digit number is taken as an Indian number (+91).

A fee is charged for every month from the month a student joins. Three things change that:

• Change the fee from a month — on the batch for everyone, or on one student's card. Months before it keep the old fee, so if Class 10 Maths goes from ₹1,500 to ₹1,800 from November, June to October still cost ₹1,500 each.
• No class this month on a batch (a vacation month), or No fee this month on one student who was away: that month costs nothing.
• Last month on a student's card, when they leave: nothing is charged after it, and what they still owe stays on the record.

One-time charges — admission, books, an exam fee — go under Other charges with the month they belong to. Up to 500 students in up to 50 batches can be kept.

The month

The Month tab opens on the current month. Each student shows that month's fee and whether it is Paid, Part paid or Due, and underneath, in red, the total owed when earlier months are unpaid too. At the top, Fees for the month is what the month's fees add up to, Received for it is how much of that has been paid, and Still to come is the rest. The line below shows the money actually collected in the month — in cash, by UPI and by bank — which can differ, because a parent may pay for several months at once. Owe and Paid up narrow the list, and the arrows go to other months.

Taking a payment

Pay opens with the amount owed already filled in. Change it if the parent pays less or more, choose cash, UPI or bank, and save. The payment pays off the oldest month still owed first. For example, Arjun joined in June at ₹1,500 a month; by October he owes ₹7,500. If his parent pays ₹4,500, it pays for June, July and August, and ₹3,000 for September and October is still due. Anything paid beyond what is owed is kept as an advance and used for the next months.

Each payment gets the next receipt number — numbers are never reused, even when a payment is deleted. The receipt appears straight away as a card with the centre's name, the receipt number, the amount, the months it paid for and the balance left after it. Share the picture sends it on WhatsApp; it can also be printed (14.8 cm wide, at the top of an A4 sheet), saved as a PDF, or sent as a text message in English, Malayalam or Hindi.

Reminders

Remind beside a student who owes writes the message for you, naming the months and the total — "The tuition fee of Meera S for June, July, September and October 2026 is due: ₹6,500" — with your UPI ID, if you saved one, so the parent can pay from the message. Choose English, Malayalam or Hindi, change any word, and send it by WhatsApp or SMS.

A student's fee card and the reports

Tap a student to see every month with its fee and status, every payment with its receipt, and to reprint a receipt or delete a payment made by mistake. Fee card PDF puts it on one page for the parent. The Reports tab shows the last twelve months — fees, received, still to come and collected, split by cash, UPI and bank — and everyone who owes, the largest amount first, each with a reminder button. Both lists download for Excel or Google Sheets.

Keeping the register safe

The register is kept in this browser on this device and nothing is uploaded; receipts and fee cards are made on the phone. Save a backup file now and then and keep it in Drive or email — clearing the browser's data or changing phones would lose the register otherwise. Open backup file on the new phone puts everything back, replacing what is there.