Fee management without the carbon-copy book.
Term-wise fee structure, sibling and category discounts, defaulter lists, receipts that issue themselves. UPI, cash and cheque all land in the same ledger — no weekend reconciliation, no gateway commission.
Updated 11 July 2026How can a school collect fees by UPI without a payment gateway?
With the school's own UPI QR code and a verification step. In Acadovia, the parent opens the portal, sees the open invoice, scans the school's QR and pays from any UPI app — GPay, PhonePe, Paytm, a bank app. The parent then submits the UTR number the payment generates. At the fee desk, the office verifies that UTR against the bank statement, and one tap posts the payment to the ledger and issues the receipt.
Because the money moves directly from the parent's account to the school's, there is no gateway in the middle and therefore no commission on any payment — a real difference for a school collecting lakhs each term. Gateway-backed payment links via Razorpay, which reconcile automatically, are on our roadmap; the UPI QR flow is what is live today, and we'd rather you know which is which.
UPI, cash or cheque — how does each land in the ledger?
Most schools collect through all three channels at once. The point of fee software is that all three end up in one ledger, with one receipt format and one defaulter list:
| Channel | How the parent pays | How it is recorded | The honest catch |
|---|---|---|---|
| UPI (QR + UTR) | Scans the school's QR from the portal or at the desk, pays from any UPI app | Parent submits the UTR; office verifies against the bank statement and posts in one tap | Verification is manual — a minute per payment, which is what keeps fake screenshots out |
| Cash | At the fee desk | Office records it against the invoice; receipt prints immediately | Counting and deposit runs remain your office's job — software can't count notes |
| Cheque | At the fee desk | Recorded with the cheque number; marked realised when it clears | Bounced cheques must be reversed — the ledger keeps the trail |
What about discounts, concessions and siblings?
Sibling discounts, SC/ST and RTE category concessions, and "second child" rules are set once at the fee head and apply automatically at invoicing — no manual arithmetic at the desk, no depending on whoever remembers which family gets what. Every waiver is logged with who approved it and when, so the concession register is defensible at year-end audit instead of being a conversation nobody wants to have.
Does the fee module connect to real accounting?
Yes — and this is where most "fee collection software" quietly stops. In Acadovia, every posted payment lands in a genuine double-entry ledger: Day Book, Ledger, Trial Balance, P&L. Your CA doesn't have to change anything, because the books export as Tally XML. Fee collection that ends at a receipt printer just moves the reconciliation problem to March; collection that posts into real books removes it.
The defaulter side works from the same records: a dashboard list of overdue amounts with ageing buckets (1–30, 30–60, 60+ days), so the office chases the oldest dues first. Reminders reach parents in-app and by email — email went live in July 2026, opt-in per user; WhatsApp reminders are on the roadmap, not live today.