Fees, invoices & payments
Know exactly who owes what, without chasing a spreadsheet
Fee plans that match how you actually charge, invoices raised on time, part payments handled properly, and a dues list that is always current.
The problem
Collections depend on one person remembering
Fees are monthly for some, per term for others, and a special arrangement for the family with three children. Somebody pays half in cash. Somebody paid last month and is still on the reminder list. By the time you notice a pattern of late payment, it is three months old.
In detail
How it works
Fee plans that fit how you charge
Set fees per programme, per batch or per branch, with the billing cycle you use. Different branches can charge differently for the same programme, which is usually the reality once you have more than one location.
- Monthly, term and one-off charges
- Per-programme and per-branch rates
- Registration fees, costume charges and other one-off items
- Discounts and sibling concessions recorded on the invoice, not applied in someone’s head
- GST-style tax lines where you need them
Invoices and receipts that add up
Invoices are raised for the period with every line itemised. Money is held as whole paise, so the totals reconcile exactly — the amount due on an invoice is enforced by the database itself, not merely calculated and hoped for.
- Invoice numbers that run in sequence per academy
- Every charge itemised, with tax shown separately
- Receipts you can print or send, carrying your academy’s details
- Write-offs recorded as write-offs, so they never masquerade as collections
Payments, including the messy ones
Real payment is rarely one parent paying one invoice in full. Bilza handles part payments, advance payments and a parent clearing three months at once, allocating oldest dues first so the picture stays honest.
- Cash, UPI, bank transfer, card and cheque
- Part payment leaves the correct balance outstanding
- One payment across several invoices, allocated oldest first
- Refunds recorded against the original payment
- Every payment written to a ledger that cannot be edited or deleted after the fact
Dues you can act on
The outstanding list is grouped by how late it is, so you can tell the difference between a parent who is three days late and one who is three months late. Reminders can go out automatically, with your wording.
- Outstanding by age: due now, 30 days, 60 days, over 90
- Overdue students surfaced on the daily overview, not buried in a report
- Automatic fee reminders over WhatsApp, SMS or email
- Collection rate per branch, so you can see where money is actually being collected
At a glance
Used day to day by
- Reception
- Accountants
- Owners
- Per-branch and per-programme fee plans
- Part payments allocated oldest first
- Outstanding dues grouped by age
- An audit trail that cannot be edited
Questions people ask
Can parents pay online?
Bilza is built to work with an Indian payment gateway, and the plumbing — payment links, webhooks, reconciliation — is in place. Connecting your own gateway account is a setup step we will walk you through. Until then, you record cash, UPI and bank transfers as you receive them.
Do you hold our money?
No. Fees paid by parents go to your account through your own payment gateway. We never hold your money, and we do not store card numbers or UPI PINs.
Can we still take cash?
Yes, and most academies do. Cash is recorded at the desk against the right invoice, a receipt is issued, and the dues list updates immediately.
The rest of the product
- StudentsFrom the first enquiry to an active student with a guardian, a batch and a fee plan — one record that stays correct as things change.
- Classes & attendanceSet the weekly schedule once. Classes are created for you, registers are ready, and a cancelled class never quietly costs a student a lesson they paid for.
- Teachers & payrollClasses delivered, classes covered, students taught — counted from the register, priced by the arrangement you agreed, with the breakdown behind every figure.
- Parent communicationFee reminders, class updates and follow-ups that go out on time, to the right guardian, with a record of what was sent.
- Reports & insightNot a wall of charts. The exceptions that need a decision, why each one is flagged, and the reports behind them when you want the detail.
See it with your own academy’s data
Create your academy in a couple of minutes, or talk to us first — whichever suits you.