Coaching centre fee management — batches to receipts

How to set up fee plans for each batch

Go to Plans inside BillRaja's membership workspace and create a plan for each batch:

• Plan name — e.g., "Class 10 Science Morning Batch", "NEET Foundation", "English Speaking Monthly"
• Duration — monthly, quarterly, 6-month or annual
• Fee amount — base fee for the plan period
• Registration / admission fee — one-time fee for new enrollments
• Grace period — days after the due date before marking overdue (5–10 days typical for coaching centres)
• GST rate — most private coaching centres apply 18%; confirm with your CA

No limit on plans — create sibling plans (monthly and quarterly) for the same batch if students prefer different payment cycles.

Adding students and enrolling in batches

For each student, BillRaja stores:

• Full name and mobile number (parent's or student's — used for WhatsApp reminders and the bill portal)
• Enrollment date and assigned plan (batch)
• Optional notes (scholarship, sibling discount)

BillRaja calculates the first due date from enrollment date + plan duration. The student appears in the Active list immediately. Migrate existing students batch-by-batch from your spreadsheet or register.

Fee collection and GST receipt generation

When a student or parent pays, find the student and tap Collect Fee. Enter the amount and payment mode. BillRaja:

• Records the payment with date and mode
• Generates a GST invoice with sequential BR-YYYY-NNNNN number
• Shows CGST + SGST breakdown
• Updates the student's due date to the next period
• Shares the PDF receipt over WhatsApp or email in one tap

Handling installment payments

For partial payments, BillRaja creates a full-fee invoice and records each installment against it. The outstanding balance is always visible. Student status stays Active during the installment period. Configure the grace period to give a few days past the due date before marking overdue.

Tracking dues: active, expiring and overdue

The membership dashboard automatically segments students:

• Active — fee is current; no action needed
• Expiring Soon — fee due within 7 days (configurable); send reminders before they fall overdue
• Grace Period — past due but within grace window; collect urgently, student can still attend
• Overdue — beyond grace period; restrict access per your institute's policy

From any segment, select students and send a WhatsApp message — pre-filled with name, plan, amount due and due date. Most parents respond within the day.

Attendance tracking

Mark each student present when they attend. Monthly attendance history is stored per student. Use it for:

• Minimum attendance enforcement — BillRaja shows each student's attendance percentage at a glance
• Parent communication — share the attendance report over WhatsApp directly from the app
• Dispute resolution — digital log is your evidence if a student disputes their session count
• Retention signals — low attendance + overdue fees = highest dropout risk; prioritise outreach

Students accessing their own receipts

Parents frequently need duplicate receipts for:

• School fee reimbursement programs
• Section 80C tax deductions
• Scholarship applications requiring proof of educational spending
• Corporate HR portals for dependent education benefits

Instead of calling your office, parents visit the customer bill portal at billraja.in/customer, verify with OTP, and download all past receipts as PDFs — no staff intervention needed.

Month-end reporting for your accountant

BillRaja generates a monthly summary with:

• Total fees billed and collected
• Outstanding dues carried forward
• GST collected (CGST + SGST or IGST) for GSTR filing

Export and hand to your CA — no separate accounting software needed for the GST summary.

Common fee management mistakes to avoid

• Handwritten or non-GST receipts — if GST-registered, every collection needs a proper tax invoice; handwritten receipts without CGST/SGST are non-compliant
• Same plan for different-fee batches — create a distinct plan per batch to ensure correct fees and GST amounts every time
• Missing mobile number at enrollment — the mobile number is how students find receipts in the bill portal; wrong or missing means no self-serve
• Ignoring installment balances — check outstanding dues weekly; small balances compound into large write-offs