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Finance & Fees

Tawaasal's Finance module gives school administrators a complete system for managing school fees. You can define fee structures, generate invoices for students, track payments, configure payment gateways, apply discounts and scholarships, set up automated billing schedules, and view financial analytics.

Subscription Required

The Finance module is available on schools with the fee management feature enabled. Contact your super administrator if you do not see this module.

Accessing Finance​

  1. Log in as a school administrator.
  2. Navigate to Finance > Fees from the sidebar for invoice and payment management.
  3. Navigate to Finance > Fee Settings for configuration (fee structures, discounts, gateways, etc.).

Fee Settings​

Fee Settings is where you configure the building blocks of your fee system. It has six tabs:

Fee Structures​

Fee structures define the types of fees your school charges (e.g., "Tuition Fee", "Lab Fee", "Transport Fee").

  1. Go to Finance > Fee Settings > Fee Structures.
  2. Click Create Fee Structure.
  3. Fill in:
    • Name — The fee name (e.g., "Annual Tuition").
    • Amount — The fee amount.
    • Currency — The currency for this fee.
    • Frequency — How often the fee recurs (one-time, monthly, termly, annually).
    • Academic Year — Optionally link to a specific academic year.
    • Mandatory — Whether this fee is required for all students.
  4. Click Save.

You can edit, activate, deactivate, or delete fee structures as needed. Use bulk actions to manage multiple fee structures at once.

  1. The Fee Settings tab, alongside Fees.
  2. The six configuration tabs: Fee Structures, Discounts, Scholarships, Billing Schedules, Reminders, Payment Gateways.
  3. Create Fee Structure opens the creation form.
  4. Edit an existing fee structure from its row.

Discounts​

Discounts are percentage or fixed-amount reductions applied to invoices.

  1. Go to Finance > Fee Settings > Discounts.
  2. Click Create Discount.
  3. Configure the discount name, type (percentage or fixed), value, and eligibility criteria.
  4. Click Save.

Scholarships​

Scholarships are similar to discounts but are typically linked to merit, need, or specific criteria.

  1. Go to Finance > Fee Settings > Scholarships.
  2. Click Create Scholarship.
  3. Define the scholarship name, amount or percentage, and conditions.
  4. Click Save.

Billing Schedules​

Billing schedules automate invoice generation on a recurring basis.

  1. Go to Finance > Fee Settings > Billing Schedules.
  2. Click Create Billing Schedule.
  3. Configure:
    • Name and description.
    • Fee structure to use.
    • Academic year and target students (by grade level or class).
    • Schedule — When and how often invoices should be generated.
  4. Click Save.

You can Run, Pause, Resume, or Cancel billing schedules from the table actions.

Automated Billing

Billing schedules can generate invoices automatically. Run a schedule manually to test it before relying on automation.

Payment Reminders​

Configure automatic reminders for overdue invoices.

  1. Go to Finance > Fee Settings > Reminders.
  2. Set the reminder configuration:
    • Enable or disable automatic reminders.
    • Set the number of days before/after the due date to send reminders.
    • Configure how many reminders to send and the interval between them.
  3. Click Save Configuration.

The reminder history table shows all reminders that have been sent.

Payment Gateways​

Configure online payment processing so guardians can pay fees online.

  1. Go to Finance > Fee Settings > Gateways.
  2. Click Configure Gateway.
  3. Select the payment provider and enter the required credentials.
  4. Click Save.

You can Test Connection to verify the gateway is working, and Enable/Disable gateways as needed.

Fee Management (Invoices & Payments)​

The main Fees page has four tabs: Dashboard, Invoices, Payments, and Analytics.

Dashboard​

The dashboard provides an at-a-glance overview of your school's financial status:

  • Summary cards — Total Billed, Total Collected (with the collection rate shown underneath), Outstanding, and Overdue.
  • Overdue invoices — A list of the most overdue invoices requiring attention.
  • Recent payments — The latest payments received.
  1. Switch to Fee Settings to configure fee types, discounts, and gateways.
  2. The Dashboard, Invoices, Payments, and Analytics tabs.
  3. Open the full list of overdue invoices.
  4. Open the full list of recent payments.

Creating Invoices​

Single Invoice​

  1. Go to Finance > Fees > Invoices.
  2. Click Create Invoice.
  3. Select the student, fee structure, due date, and amount.
  4. Click Save.

Bulk Invoice Generation​

  1. Click Generate Invoices.
  2. Select the fee structure, academic year, and target students (by grade level or class).
  3. Review the preview showing how many invoices will be generated.
  4. Click Generate.
Duplicate Prevention

The system automatically skips students who already have an invoice for the same fee structure and period, so you can safely run bulk generation without creating duplicates.

Managing Invoices​

The Invoices tab displays a filterable, searchable table. You can filter by:

  • Academic year, term, grade, and class
  • Status — Draft, Issued, Paid, Partially Paid, Overdue, Cancelled
  • Date range — Filter by due date
  • Search — Find invoices by number or student name

For each invoice you can:

  • View details — Click to open a slide-over with full invoice information, line items, and payment history.
  • Edit — Modify draft invoices (amount, due date, notes).
  • Issue — Send the invoice to the guardian, triggering a notification.
  • Send Reminder — Send a payment reminder to the guardian.
  • Record Payment — Record an offline payment (cash, cheque, bank transfer).
  • Apply Discount — Apply a discount scheme to the invoice.
  • Download PDF — Download the invoice as a PDF document.
  • Delete — Remove draft or unpaid invoices.

Bulk Invoice Actions​

Select multiple invoices and use the bulk action bar to:

  • Mark as Paid — Mark selected invoices as fully paid.
  • Send Reminders — Send payment reminders for selected invoices.
  • Issue — Issue selected draft invoices.
  • Apply Discount — Apply a discount to multiple invoices at once.
  • Export — Download selected invoices as a CSV file.
  • Delete — Delete selected invoices.

Payments​

The Payments tab shows all payment transactions. Filter by status, payment method, academic context, and date range.

Payment methods include:

  • Online — Payments made through the payment gateway.
  • Cash — Recorded manually by the school.
  • Cheque — Recorded manually; requires confirmation when the cheque clears.
  • Bank Transfer — Recorded manually.

For cheque payments, use the Confirm action to mark the cheque as cleared.

Analytics​

The Analytics tab provides financial reports and visualisations:

  • Collection Summary — Total invoiced, collected, and outstanding amounts with collection rate percentage.
  • Payment Trends Chart — A visual chart showing payment activity over time.
  • Filters — Narrow analytics by academic year, term, grade, class, date range, and granularity (daily, weekly, monthly).
  • Export — Download reports as PDF documents.

Tips​

  • Set up fee structures before the academic year — Having fee structures ready makes invoice generation straightforward.
  • Use billing schedules for recurring fees — Automate termly or monthly invoice generation to save time.
  • Review overdue invoices regularly — Use the dashboard to identify and follow up on outstanding payments.
  • Test payment gateways — Always test the gateway connection before going live with online payments.
  • Apply scholarships early — Apply scholarship discounts before issuing invoices to avoid confusion.

Applies to Tawaasal 2.5.0