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AI & Automation

Fee Automation

Let the system generate challans, apply late fees and chase defaulters on schedule.

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What Fee Automation does

Once your fee policy is set, EDUBase can do the monthly routine itself: create the challans on a fixed date, apply the late fee after the due date (skipping weekends and holidays), and send defaulter reminders on the day you choose. Every automation ships switched off, previews before it acts, and shows its full run history.

Features

Everything inside Fee Automation

Scheduled challan generation

Set the generation day, due date, expiry, campus and class scope once; the challans are created every month on that date.

Parent alerts on generation

Optionally send the school's own SMS template and a Parents App notification when the scheduled challans are created.

Late fee automation

Apply your existing late fee policy on the due date, the day after, or after a grace period, with per-day fines that keep accruing up to the policy limit.

Holiday-aware runs

Fines never land on a weekly off or a Holiday Calendar date; they move to the next working day.

Preview before apply

Every automation has a preview that shows exactly which children would be affected and by how much, charging nothing.

Automatic fee defaulter reminders

Pick the day, hour, channels (SMS, WhatsApp, branded SMS, app) and recipients; the reminder goes out monthly by itself.

Two defaulter definitions

Chase everyone with a balance, or ignore families who have paid something this month.

Run history

Each run is logged with what it did, so a missed or double month can be traced in seconds.

Bulk generation without waiting

School-wide challan runs are queued in the background and you are notified in-app when they finish.

Workflows

How your team uses it, step by step

Set-and-forget monthly billing

  1. 1

    Open Admissions › Scheduled Challan Generation

  2. 2

    Create a schedule: day, challan month, due/expiry dates, scope

  3. 3

    Choose whether parents get an SMS or app notification

  4. 4

    Switch it on; review the run output on the same page each month

Automatic late fees

  1. 1

    Set the policy in Core › Late Fee Fine Policy

  2. 2

    Open Core › Late Fee Automation and choose when the fine applies

  3. 3

    Set weekly off days and holiday handling

  4. 4

    Preview today's run, then enable

Screens

Portal screens in this module

  • Scheduled Challan Generation
  • Late Fee Automation
  • Late Fee Fine Policy
  • Holiday Calendar
  • Fee Defaulter Reminders
  • Generate Challan
Reports

Reports you can print or export

  • Scheduled run history
  • Late fee application log
  • Reminder preview and send log
FAQ

Common questions about Fee Automation

Will it charge old challans the day we switch it on?
No. The first late-fee run looks at that day only; it does not go back over months of old challans.
What if the generation date is the 31st?
Dates in short months move to the last day of that month, so February is never skipped.
Is anything sent without our approval?
Every automation starts switched off, and reminders send only to the channels and recipients you tick.
Works with

Related modules and apps

Fee Management & ChallansmoduleSMS, WhatsApp & NotificationsmoduleFee Reports & Defaultersmodule

Browse all modules, see the mobile apps, or read the Feature Book.

See Fee Automation on your own data.

Book a free online demo and we will walk through this module using your classes, fee plans and reports.

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