Industry playbook
Education, coaching & training institutes
How coaching institutes automate fee instalments, collections and GST with hisabkitab
Think of a coaching institute for competitive exams running two centres with several hundred students across batches. Fees are collected in instalments with scholarships and sibling discounts, study material is sold separately, and faculty include both salaried teachers and visiting experts paid per session. Fee collection, not teaching, is what keeps the office manager up at night.
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The challenges
Why fee collection becomes a full-time job
Instalments and dues across hundreds of students
Each student has a different fee, scholarship and instalment plan. Tracking who has paid the second instalment and who is a month late in a register or spreadsheet is slow, and dues pile up quietly.
Awkward fee follow-ups
Calling parents about pending fees is uncomfortable for staff and centre heads. Reminders go out late or inconsistently, and the institute ends up funding the gap for months.
GST on fees and material
Coaching services are generally taxable, unlike recognised school education, while printed study material may be treated differently. Mixing them on one receipt without care leads to errors in GST returns.
Centre-wise performance
Rent, staff and marketing costs differ between centres. Without separate tracking, the institute cannot tell whether the new centre is paying its way or being subsidised by the original one.
Visiting faculty payments
Visiting experts are paid per session and may need TDS deducted. Missing deductions at payment time leads to interest and notices later.
A day in the life
A day before vs after hisabkitab
Before
Fee receipts are written by hand and entered into a spreadsheet at day-end.
Centre staff call parents from a list of pending instalments.
Study material sales are mixed with fee collections.
Visiting faculty are paid in cash or transfer without TDS records.
With hisabkitab
Instalment invoices are generated on schedule through Recurring Invoice.
Auto-WhatsApp sends fee reminders to parents before and after due dates.
Fees and study material are separate items with their own tax treatment.
Faculty payments carry TDS at voucher level, and on Advanced each centre runs as a cost centre.
Solutions
How hisabkitab solves it
Instalment tracking
Recurring Invoice + Customer Ageing
Set each student's plan once; instalment invoices are raised on schedule and ageing shows overdue students by batch and centre.
Fee follow-up
Auto-WhatsApp + Auto-payment reminder
Automatic reminders reach parents on WhatsApp and email before and after the due date, polite and consistent.
Student and batch structure
4-level customer grouping
Group students Centre → Course → Batch → Student so dues and collections roll up the way the institute is run.
Fee calculations
Custom Field (Transaction level) + Formula
Capture course fee, scholarship and number of instalments; Instalment = (Course fee − Scholarship) ÷ Instalments.
Centre profitability
Cost centres (Advanced)
Tag fees and expenses to each centre and compare their performance.
Faculty TDS
TDS at voucher level + TDS Report
Deduct TDS when paying visiting faculty where required and keep the TDS Report ready for filing.
Fees paid by UPI and bank
OCR Bank Statement Import (Advanced) + Cash/Bank Report
Match fee receipts from the bank statement to students quickly, and see daily cash and bank collections by centre.
Inside the software
Built for your books
Custom formula example
Instalment = (Course fee − Scholarship) ÷ Number of instalments. Example: (₹1,20,000 − ₹20,000) ÷ 4 = ₹25,000 per instalment.
4-level grouping
Customers (students): Centre (Adajan) → Course (JEE 2-year) → Batch (Morning A) → Student. Items: Courses → Engineering entrance → 2-year classroom → Annual fee.
Reports you’ll use
Customer Ageing Report · Customer Outstanding Report · TDS Report · Cash/Bank Report · Trading P&L · GST Report
Compliance notes
Services of recognised schools and institutions providing education as part of a curriculum for a recognised qualification are generally exempt, while private coaching and training are usually taxable at 18% GST; confirm your status with your CA. Printed books and study material can have different treatment from coaching fees. Payments to visiting faculty and professionals may attract TDS under current income-tax law. Keep fee receipts, refunds and scholarships documented in case of queries. Refund policies should be reflected in credit notes, not informal cash returns.
Recommended plan
The plan that fits
Boost
₹4,999/year, exclusive of 18% GST (or ₹9,999 for 3 years)
Recurring Invoice for instalments, transaction-level fee fields, Auto-WhatsApp and four users on Boost suit a coaching institute with one or two centres. Institutes wanting centre-wise cost centres, and multi-campus institutions needing AI bank import, Audit Trail and more companies, should choose Advanced. A solo tutor with one or two batches can start on Launch and move up when instalment automation is needed.
FAQs
Frequently asked questions
Can hisabkitab handle fee instalments automatically?
Yes. Set up each student's plan with Recurring Invoice on Boost and instalment invoices are generated on schedule. Customer Ageing shows overdue students by centre, course and batch, so the office knows exactly whom to follow up with each week. Centre heads can see their own batch dues.
Can fee reminders go to parents on WhatsApp?
Yes. Auto-WhatsApp and Auto-payment reminders send polite, consistent reminders before and after each due date, with the invoice attached. Staff stop making awkward calls, and parents receive a clear record of what was paid and what is pending. Parents appreciate having a written record.
Is GST charged on coaching fees?
Private coaching and training are generally taxable at 18%, unlike education by recognised schools as part of a recognised curriculum, which is exempt. Study material may be treated differently. Set up fees and material as separate items so each carries the right tax, and confirm your status with your CA.
Can I compare our two centres?
Yes, on Advanced. Tag fees and expenses such as rent, salaries and marketing to each centre using cost centres. Reports then show each centre's income and costs side by side, so you can decide where to add batches and where costs need attention.
How are scholarships handled?
Record the course fee and scholarship as fields on the student's fee invoice. A formula divides the net fee into instalments, so every invoice reflects the discount clearly and reports show the scholarship impact by batch. Sibling discounts can be handled the same way.
Collect fees on time without the awkward calls
Book a demo and we will set up one batch with instalment plans, scholarships and WhatsApp fee reminders to parents. Migration from Excel registers is included at no extra charge, so last term's dues come with you.
