Fee Structure

The Fee Structure settings define what fees your school charges, how much each class pays, and how frequently fees are collected.

Understanding Fee Structure

A fee structure in EduCore consists of:

  1. Fee Heads — types of fees (e.g., Tuition Fee, Annual Charges)
  2. Amounts — how much each class pays for each fee head
  3. Frequency — how often the fee is charged (monthly, quarterly, term-wise, annually)
  4. Installments — auto-generated based on the amounts and frequency

Creating Fee Heads

Fee heads are the categories of fees your school charges.

  1. Navigate to Settings > Fee Structure from the sidebar.
  2. Click Add Fee Head.
  3. Fill in:
FieldDescriptionRequired
Fee Head NameName of the fee (e.g., “Tuition Fee”)Yes
FrequencyMonthly, Quarterly, Term-wise, Half-yearly, Annual, One-timeYes
RefundableWhether this fee is refundable on withdrawalNo
TaxableWhether GST or other tax appliesNo
DescriptionAdditional notesNo
  1. Click Save.

Common Fee Heads

Fee HeadTypical FrequencyRefundable
Tuition FeeMonthly or QuarterlyPartially (pro-rated)
Annual ChargesAnnualNo
Admission FeeOne-timeNo
Transport FeeMonthly or QuarterlyPartially
Lab FeeAnnualNo
Computer FeeAnnualNo
Library FeeAnnualNo
Activity FeeAnnualNo
Exam FeeTerm-wiseNo
Development FundAnnualNo
Caution MoneyOne-timeYes (refundable at leaving)

Tip: Keep the number of fee heads manageable. Too many fee heads (e.g., separate heads for “Sports Fee,” “Cultural Fee,” and “Co-curricular Fee”) make fee collection and reporting complex. Consider grouping related charges under broader heads like “Activity Fee.”

Setting Amounts by Class

After creating fee heads, set the amount each class pays.

  1. Navigate to Settings > Fee Structure > Class-wise Amounts.
  2. Select a fee head from the dropdown.
  3. A table shows all classes with an amount field:
ClassAmount (per installment)
Nursery3,000
LKG3,000
UKG3,000
Class 13,500
Class 23,500
Class 33,500
Class 44,000
Class 54,000
Class 64,500
Class 74,500
Class 84,500
Class 95,000
Class 105,000
Class 115,500
Class 125,500
  1. Enter the amount for each class.
  2. If all classes pay the same amount, click Apply to All after entering one value.
  3. Click Save Amounts.

Amount Interpretation by Frequency

FrequencyAmount Means
MonthlyAmount charged per month (12 installments)
QuarterlyAmount charged per quarter (4 installments)
Term-wiseAmount charged per term (2 or 3 installments)
Half-yearlyAmount charged twice a year (2 installments)
AnnualAmount charged once per year (1 installment)
One-timeAmount charged once at admission

Installment Generation

When a student is admitted or when a new academic year begins, EduCore automatically generates fee installments based on the structure.

How Installments Are Generated

  1. Each fee head generates installments based on its frequency.
  2. Monthly fees generate 12 installments (April through March).
  3. Quarterly fees generate 4 installments (Q1: Apr-Jun, Q2: Jul-Sep, Q3: Oct-Dec, Q4: Jan-Mar).
  4. Annual fees generate 1 installment.
  5. Due dates are set automatically (configurable).

Viewing Generated Installments

  1. Open any student’s profile > Fees tab.
  2. All generated installments are listed with their due dates and amounts.
  3. Each installment shows: fee head, amount, due date, status (Paid, Unpaid, Partially Paid).

Setting Due Dates

  1. Navigate to Settings > Fee Structure > Due Dates.
  2. Set the due day for each frequency:
FrequencyDue Date SettingExample
MonthlyDay of the month10th of each month
QuarterlySpecific dates10 Apr, 10 Jul, 10 Oct, 10 Jan
AnnualSpecific date10 April
  1. Click Save.

Tip: Set due dates a few days after common salary dates (e.g., the 10th of the month if parents are typically paid on the 1st). This gives parents time to arrange funds.

Late Fee Configuration

  1. Navigate to Settings > Fee Structure > Late Fee.
  2. Configure late fee rules:
SettingDescription
Enable Late FeeTurn late fee calculation on or off
Grace PeriodNumber of days after due date before late fee applies (e.g., 5 days)
Late Fee AmountFixed amount per installment (e.g., Rs. 100)
Late Fee RatePercentage-based (e.g., 2% per month) — alternative to fixed amount
Maximum Late FeeCap on total late fee per installment
  1. Click Save.

Tip: A short grace period (5-7 days) combined with a modest late fee (Rs. 50-100) encourages timely payment without being punitive.

Modifying the Fee Structure

Changing Amounts

  1. Navigate to Settings > Fee Structure > Class-wise Amounts.
  2. Select the fee head.
  3. Update the amounts.
  4. Click Save.

Changes affect only future unpaid installments. Installments that have already been paid are not affected.

Adding a New Fee Head Mid-Year

  1. Create the new fee head.
  2. Set the amounts.
  3. Navigate to Fee Structure > Generate Installments.
  4. Select the new fee head and the classes it applies to.
  5. Click Generate.
  6. New installments are added to students’ fee accounts.

Tip: Avoid changing the fee structure mid-year unless absolutely necessary. If a mid-year fee increase is required, communicate it to parents well in advance and consider generating only the remaining installments at the new rate.

Fee Structure Reports

To review the current fee structure:

  1. Navigate to Settings > Fee Structure > Summary.
  2. A comprehensive table shows:
    • All fee heads
    • Amounts per class
    • Total annual fee per class
    • Frequency and due dates
  3. Click Print for a printable summary to share with parents.
  4. Click Export CSV for the raw data.

Best Practices

  1. Finalize the fee structure before the academic year begins. Changing fees after parents have paid causes confusion.
  2. Document fee changes. When amounts change from one year to the next, keep a record of the previous year’s structure.
  3. Communicate clearly. Share a printed fee structure with parents at the time of admission and at the start of each year.
  4. Use the one-time frequency for admission fees and caution money — they should not recur each year.
  5. Set realistic due dates. Align them with parents’ salary cycles.