Fee billing for schools & coaching centres
Fees are due every month or term, but every family is different: two children, a bus route, a scholarship. Ellibo sends each parent one clear fee invoice on the same day, reminds them in steps and keeps the fee register in your books.
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| Grade 6 tuition - DecemberStudent: Aarav - Section B | 1 | $4,500 |
| Grade 2 tuition - DecemberStudent: Isha - Section A | 1 | $3,800 |
| School bus - Route 4 | 2 | $2,400 |
| Sibling discount 10% | -$830 |
Fee collection without the queue at the office
Most school offices know the fee is due. The trouble is everything around it.
Every family on a different date
Students join mid-month, so fees fall due on thirty different days and the office never knows who is late.
Turn on calendar billing and every monthly fee renews on the same day, for example the 1st. The first invoice is pro-rated for the days before it.
Two children, two bills, one confused parent
A parent with two children gets two invoices, pays one, and the other is forgotten.
One invoice per customer puts both children's fees on a single invoice, each line marked with its own subscription (Professional plan).
Extras worked out by hand
Bus fees, lab fees and the admission fee are added on paper, and the sibling discount is applied differently each term.
The admission fee is a one-time setup fee, the bus is an add-on on every invoice, and a sibling coupon takes the same percent off every time.
Reminders that are never sent
The office means to phone parents about overdue fees, but the week runs out first.
Reminders go out in steps after the due date, and the dashboard and the unpaid invoices report list who still owes, oldest first.
A school year of fees
- Admission
Start the student's subscription with the admission fee and the course plan, billed for a set number of months.
- Each month or term
An invoice goes to the parent on the fee day, emailed with its PDF.
- Parents pay
Online with Pay now, or at the office by cash, bank transfer or cheque, recorded against the invoice.
- Course ends
After the last instalment the subscription ends by itself, with no invoice after the course.
Made for fees, terms and families
Fixed number of instalments
Bill a ten-month academic year or a six-month course, then stop by itself.
Calendar billing
Every monthly fee renews on the same day of the month (Standard plan).
Transport and activity add-ons
Bus, hostel, lab or sports charged on every invoice; kits and books charged once.
Sibling and merit coupons
A percent or amount off the first invoice, a number of invoices or every invoice.
Student details on the invoice
Custom fields for student name, class and roll number, printed in the invoice notes (Professional plan).
Parent portal
Parents open a private link to see fees, download invoices and pay.
Ready before the new term starts
- Create a plan for each class or course, with the fee period and number of instalments.
- Set the right VAT or sales tax rate for each fee, zero where your fees are exempt.
- Add the bus routes and activities as add-ons.
- Create a sibling coupon and any scholarship coupons.
- Import parents and running fees from Excel with each next billing date.
Add more Ellibo apps when you need them
One account, the same customers, items and team in every app.
AccountingFees, staff costs and bank in one set of books. BookingsLet parents book meeting or demo-class slots online. CRMTrack admission enquiries through to enrolment. Email MarketingNewsletters and admission updates to parents who signed up. Marketing AutomationEach admission enquiry gets a follow-up series until the parent books a visit.Subscriptions for schools & coaching: FAQ
Can I bill fees in instalments that stop at the end of the year?
Yes. Set how many times a plan bills, for example ten monthly instalments. The subscription ends by itself after the last one.
Can a parent with two children get one invoice?
Yes, on the Professional plan and above. With one invoice per customer turned on, subscriptions renewing on the same day come on one invoice, each line marked.
How do I charge the admission fee once?
Add it as the plan's setup fee, or as an add-on charged once. It appears only on the first invoice.
Can the student's name show on the invoice?
Yes. Add custom fields such as student name and class, and tick that they print in the invoice notes.
Do fees have to carry tax?
Each plan bills as an item with its own VAT or sales tax rate, so you can use zero or the rate that applies to that fee. Check with your tax adviser.
Can parents pay online?
Yes. Connect your own payment account on the Integrations page and fee invoices carry a Pay now link. Payments are recorded against the invoice for you.
Subscriptions for other businesses
More Ellibo apps for health, wellness & education
Collect fees on time, and keep the office for students
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