Yes: in EDUBase Fee Automation you set the generation day, due date, expiry, campus and class scope once, and fee challans are created every month on that date. Every automation previews before it acts and keeps a run history.
Can fee challans really be generated without staff doing it each month?
Yes. Fee Automation lets the system run the monthly routine itself once your fee policy is set. You choose the generation day, the due date, the expiry and the scope (campus and class). From then on the challans are created every month on that date.
For an owner, the practical gain is that the month does not start late because someone in the office forgot, was absent or was busy with admissions.
What can be automated besides creating the challans?
Challan generation is only the first step. The same module can handle the other repeating fee tasks, so the office is not chasing them by hand.
- Scheduled challan generation on a fixed date each month.
- Late fee automation: your existing late fee policy is applied on the due date, the day after, or after a grace period, with per-day fines that keep accruing up to the policy limit.
- Automatic fee defaulter reminders: you pick the day, hour, channels (SMS, WhatsApp, branded SMS, app) and recipients, and the reminder goes out monthly by itself.
- Optional parent alerts when challans are created, using the school's own SMS template and a Parents App notification.
How do I stay in control of an automated process?
Every automation ships switched off, so nothing runs until you decide it should. Each one has a preview that shows exactly which children would be affected and by how much, charging nothing.
Each run is logged with what it did. If a month was missed or doubled, the run history lets you trace it in seconds. Fines never land on a weekly off or a Holiday Calendar date; they move to the next working day.
School-wide challan runs are queued in the background, and you are notified in-app when they finish, so staff are not left waiting on a screen.
What do the challans contain and how do families pay?
Challans are built from the fee plans you define in Fee Management, using your own fee heads such as tuition, transport and exam fees. Unpaid balances roll into the next challan, and a month-wise breakdown of old dues can print on the voucher.
Parents can pay at the school counter, or through partner banks. Each challan prints a consumer number, and payments from HBL, Bank Alfalah, Meezan Bank, PayPro and KuickPay, and through them 1Bill and 1LINK channels, are posted in real time. Bank collection is enabled per school and per bank, and EDUBase configures the routing with the school's bank.
What should an owner check before switching it on?
Automation works best when the underlying data is right. A short checklist helps before the first scheduled run.
- Fee plans and per-student concessions are correct.
- Late fee policy and the Holiday Calendar are set.
- Old dues and past payments are loaded, so the first challan is right; the EDUBase team can do this during onboarding.
- Use the preview to compare the expected list of children and amounts.
- Decide whether parents should be alerted when challans are created.
- Review the run history after the first month.
How do I see the results as owner?
Fee Reports shows what was billed, what was collected and who still owes. Fee defaulters can be viewed by total amount, by family or by month, with print and SMS or WhatsApp actions. The Owner App also shows collections and defaulters across campuses. Commercial terms are discussed with sales.
Manual versus automated monthly fee routine in EDUBase
| Task | Manual way | With Fee Automation |
|---|---|---|
| Creating challans | Staff generate them in bulk each month in Fee Management | Created on the scheduled date for the campus and class scope you set |
| Late fees | Add fines to generated challans by hand | Your late fee policy is applied on the due date, the day after, or after a grace period |
| Holidays and weekends | Staff must remember to skip them | Fines move to the next working day |
| Defaulter reminders | Print reminder letters or send messages manually | Sent monthly on the day, hour and channels you choose |
| Checking before acting | Review the list yourself | Preview shows which children and what amounts, with no charge |
| Tracing a mistake | Search through records | Run history logs what each run did |
| Parent notification | Send messages separately | Optional SMS and Parents App notification when challans are created |
Related modules
- Fee Automation — Let the system generate challans, apply late fees and chase defaulters on schedule.
- Fee Management & Challans — Fee plans, monthly challans, discounts, family payments and receipts, without spreadsheets.
- Fee Reports & Defaulters — Know what was billed, what was collected and who still owes, per class, family or month.
- Bank Fee Collection — Parents pay at the bank, in their banking app or at a kiosk; EDUBase posts it automatically.
- SMS, WhatsApp & Notifications — Reach parents by SMS, WhatsApp, branded SMS or app notification, from every screen that matters.
- School Setup & Multi-Campus — Campuses, classes, sections, sessions, academic year and reference lists, set once and reused everywhere.
- Bulk Data Import & Onboarding Tools — Move from registers or another system by Excel: students, fee plans, old dues and past payments.
- Owner Dashboard & Reports — Daily P&L, collections, attendance and strength at a glance, on the web and in the Owner App.