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Manual Billing & Fee Collection for Preschools

Fee collection and billing is the most tedious job for schools and admins. Sending fee reminders, keeping track of fee collection becomes difficult when it is all done manually.

Billing that starts from generating automated invoice and receipts, sending fee reminders, recording payments, and issuing a refund with the help of Illumine.

Read the steps below to find out how to do the same.

Step 1 - Log in your account by adding your registered phone number or email ID

Step 2 - Click on the menu button and select student billing

Step 3: Once you click on the student billing Invoicing page will open, you will now see all the details like collections status card, Class filter, and pending fee student details.

Create Invoice (Manually)

Step 4: Click on +Create Invoice on top left next to class option

Step 5: Once you click on the same it will take you to Assign Student, select the class, and select students to create an invoice and click on next.

Step 6: Fill in the details in the invoicing page like raise on, billing period, the due date for fee payment, you can also choose fee details by adding line item e.g. Tuition fee, Meal fee, etc. and don't forget to click on create the invoice.

Invoice Generation

Step 7: Now the invoice will be shared with the parents on email as well on the application.

Fee Email Reminder

Step 8: You can also send mail reminders and get a record or the payments excel sheet by click on the 3 menu button top left fo the screen.

Recording Payments

Step 8: If parents are paying fees via bank transfer, cheque, or cash you can record the manual payments as well, click on the student by clicking on the arrow against the child in the Invoicing page. Make sure you are on the pending page. Click on receive payment and add details payment mode, reference number, and the date and click on save.

Step 9: Automated receipts will be sent via mail and on application as well to the parents.

Late Fee:

You can now charge the late fee from parents , the late fee can be mentioned in the application and once the due date has passed to pay the fees the charges will automatically get added in the invoice.

Lets see how to do that in the steps below

Step 1: Click on the menu button and select settings

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Step 2 : Click on Miscellaneous settings

Step 3 : Put the amount under late fee option

And you are done. You can waive off the late fee charges by editing the invoice as well

Not comfortable using the mobile phone for billing you can do the billing in the web portal as well please follow the steps below.

Web portal Fee & Billing

Step 1: Visit https://admin.illumine.app/ and log in with you registered phone number or email id.

Step 2: Click on the menu button next to your school name, click on Fee option, and then click on the invoice.

Step 3: You will now see all the fee details, you can filter invoices as well by selecting students, downloading excel fee reports, and clicking on different cards to know the paid and pending fee status of children.

Creating Invoice (Manually)

Step 4: Click on Create Invoice on top left card next to Download Excel Sheet

Step 5: Fill in the details in the invoicing page like selecting the fee template(customisable), bill raise on, billing period, the due date for fee payment, you can also choose fee details by adding line item e.g. Tuition fee, Meal fee, etc. you can give discounts as well and click on continue.

Step 6: Now the invoice will be shared with the parents on email as well on the application.

Refund of the payments

Step 7: To view invoice and receipt click on the three-button against each child next to the status. Once click on the three-button you will get the option of view invoice/ receipt, delete and refund the fee paid. The refund will be only available against the paid fee for children. You can click on refund and choose the payment mode and mention reference number and other details

Recording payments

Step 8: If parents are paying fees via bank transfer, cheque, or cash you can record the manual payments as well, click on receive payment against the child details in the Invoicing page. Make sure you are on the pending page and add details payment mode, reference number, and the date and click on save. You will see the details of the reminder also sent to the parents

Step 9: Automated receipts will be sent via mail and on application as well to the parents.

Fee Reminder

Step 10: For sending fee reminders to parents click on Fee reminder next to payment status against the child and select email reminders to parents.

Now billing, invoicing, sending reminders to parents, recording payments becomes easier and you can keep a track of all these in the Illumine application and web portal.

Make you finance team and admin happy by giving these solutions today!

Take Billing to the next level with Automated Invoicing

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